Administration Coordinator

Outsourcey; Australia; Remote; AUD 60,000 - 80,000; Full time

Benefits offered by this job

Competitive salary

Career growth opportunities

Flexible remote work setup

Job summary

Outsourcey is seeking an experienced medical reception/administration professional to join our remote team in Australia. You will support elderly clients, coordinate appointments with a team of physiotherapists, and liaise with GP clinics and referral sources.

A strong emphasis on empathy, clear communication and accurate data handling is essential. You will operate in a full-time capacity, aligned to Australian Eastern Standard Time, supporting the practice management system and delivering

Qualifications

• 3+ years in medical reception, patient coordination or allied health admin
• Excellent spoken English with a professional phone manner for elderly clients
• Experience making/receiving calls via Zoom Phone, 3CX or similar VoIP platforms
• Familiarity with Australian healthcare system including Medicare, referrals and GP correspondence
• Strong data entry and client record management
• Experience using practice management software (Zanda) in allied health settings
• Empathetic and patient communication style for aged care clients
• Ability to manage varied workload and prioritise across scheduling and admin tasks
• Comfortable working independently in a remote environment with minimal supervision
• Reliable internet connection and a quiet home office setup
• Available to work full-time, 40 hours per week, aligned to Australian Eastern Standard Time

Responsibilities

• Answer inbound calls from aged care clients and patients in a clear, empathetic manner
• Make outbound calls to welcome new clients and explain services
• Schedule, confirm and reschedule physiotherapy appointments across six physios
• Coordinate initial consultations and ensure clients are prepared for appointments
• Contact GP clinics, specialists and referral sources to arrange appointments
• Maintain accurate and up-to-date appointment calendar
• Follow up on appointment changes, cancellations and rebooking
• Maintain client records within the practice management system
• Handle enquiries with patience, especially with elderly clients
• Process referrals and liaise with external healthcare providers as required
• Support broader admin functions including data entry and document management
• Escalate clinical matters to the appropriate team member promptly

Skills

Medical reception

VoIP phone

Clear English

Australian healthcare

Data entry

Practice management software

Empathetic communication

Workload prioritisation

Remote work

Reliable internet

Tools

Zanda

Practice management software

Job description

Looking to take your career to the next level? Then this role is for you!

Join Outsourcey and be part of our mission to revolutionize global talent expansion! We connect businesses with dedicated full-time teams in the Philippines, offering cost-efficient solutions without compromising quality. Join us and help elevate businesses with complete control and comprehensive support, let's shape the future of work together!

Profile Requirements

• Minimum 3 years Prior experience in a medical reception, patient coordination or allied health administration role
• Excellent spoken English with a clear, articulate and professional phone manner suited to elderly clients
• Experience making and receiving calls via Zoom Phone, 3CX or similar VoIP platforms
• Familiarity with Australian healthcare systems including Medicare, referrals and GP correspondence
• Strong attention to detail with accurate data entry and client record management
• Experience using practice management software within a physiotherapy or allied health setting (Zanda)
• Empathetic and patient communication style appropriate for an aged care client base
• Ability to manage a varied workload and prioritise effectively across scheduling and admin tasks
• Comfortable working independently in a remote environment with minimal supervision
• Reliable internet connection and a quiet, professional home office setup
• Available to work full-time, 40 hours per week, aligned to Australian Eastern Standard Time

Core responsibilities

• Answer inbound calls from aged care clients and patients in a clear, professional and empathetic manner
• Make outbound calls to welcome new clients, explain services and gather initial details
• Schedule, confirm and reschedule physiotherapy appointments across a team of six physios
• Coordinate initial consultations and ensure clients are prepared and informed ahead of their appointment
• Contact GP clinics, specialists and referral sources to arrange appointments and exchange relevant information
• Manage the appointment calendar and ensure it is kept accurate and up to date at all times
• Follow up with clients regarding appointment changes, cancellations and rebooking
• Maintain accurate and up to date client records within the practice management system
• Handle client enquiries with patience and clarity, particularly when communicating with elderly patients
• Process referrals and liaise with external healthcare providers as required
• Support the broader admin function including data entry, correspondence and document management
• Escalate clinical matters to the appropriate team member promptly and professionally

Benefits

• Competitive salary
• Opportunity to shape the HR function of a rapidly growing BPO.
• Work closely with a team of industry leaders who have successfully scaled BPOs in the past.
• Career growth and development opportunities.