Careers

Medical Receptionist

Position Summary

We are seeking a professional, compassionate, and highly organised Medical Receptionist to join our dynamic team. This role is essential in creating a welcoming and efficient environment for patients, staff, and visitors, while ensuring the smooth operation of day-to-day administrative functions at the practice.

Key Responsibilities

Clinic Operations

• Open and close the clinic in accordance with established procedures, ensuring safety and readiness at all times.
• Maintain the reception area to reflect a clean, professional, and welcoming environment.

Patient Service and Front Desk Duties

• Greet patients and visitors warmly, ensuring all interactions are courteous, empathetic, and professional.
• Promptly and professionally answer incoming calls, addressing inquiries or redirecting as appropriate.
• Schedule patient appointments efficiently following practice protocols, ensuring minimal wait times and effective time management.
• Inform patients of any delays and manage expectations with clear communication.
• Process patient billing, issue receipts, and manage bulk billing in accordance with Medicare regulations.
• Register new patients and update existing patient records and clinical notes accurately in the system.
• Assist patients with account queries and escalate unresolved issues to the Practice Manager.

Communication and Liaison

• Liaise effectively with referring doctors, hospital personnel, pharmacists, and other healthcare providers.
• Handle test result inquiries by transferring to the appropriate nurse or documenting a message accurately.
• Assist doctors and nurses with administrative tasks, such as making phone calls, scanning, and photocopying.

Administrative Support

• Process incoming and outgoing correspondence including scanning, filing, emailing, and faxing documents.
• Maintain accurate and up-to-date patient records, including archiving and linking/unlinking family members as necessary.
• Monitor and replenish supplies such as new patient packs, health summaries, and brochures to ensure availability.
• Handle Medicare batching, Veterans Affairs claims, and reconciliation of daily payments.
• Check and respond to internal communications, including emails and the staff communication book.

Team Support and General Duties

• Participate actively in staff meetings, training sessions, and ongoing professional development.
• Fill roster gaps during staff leave, ensuring coverage and continuity of care.
• Assist in general housekeeping tasks such as maintaining the waiting area and restocking supplies.
• Monitor and respond to patient suggestions, ensuring feedback forms are available and accessible.
• Maintain compliance with Occupational Health and Safety (OHS) and infection control protocols.

Expected Behaviours and Personal Attributes

• A strong patient-centred approach with genuine empathy and concern for patient wellbeing.
• Exceptional interpersonal, verbal, and written communication skills.
• A professional, courteous, and polished appearance and demeanour.
• High standards of honesty, integrity, and confidentiality in all aspects of work.
• Ability to prioritise, organise tasks, and work independently or collaboratively as needed.
• A keen eye for detail and a proactive attitude toward accuracy and problem-solving.
• Commitment to continuous learning and professional growth.

Education, Skills and Experience

Essential:

• Competent in Microsoft Office applications (Word, Excel, Outlook).
• Current Police Clearance.
• CPR and/or Triage training or relevant experience.

Desirable:

• Completion of an accredited medical receptionist course and/or strong knowledge of medical terminology.
• Experience with Best Practice or similar clinical software.
• Prior experience in a medical reception or secretarial role.
• Familiarity with servicing diverse social groups (e.g. youth, elderly, culturally and linguistically diverse communities, Aboriginal and Torres Strait Islander peoples).
• Training in emergency response, complaint handling, Medicare and health fund procedures, infection control, and safe disposal of medical waste.