Allied Health Receptionist

Seek.Com.Au; Port Macquarie; On-site; AUD 30,000 - 39,000; Full time

Job summary

Healthier You Clinic in Port Macquarie seeks an experienced Allied Health Receptionist / Administration Assistant (Casual) to support our dietetics and occupational therapy team. You will be the first point of contact for clients, families and referrers, helping them feel welcome while managing appointments, referrals and admin tasks with accuracy.

This role requires reliable follow-through, strong organisation and professional communication to uphold clinic procedures and confidentiality.

Qualifications

• Experience in medical or allied health reception or administration.
• Strong verbal and written communication with a welcoming manner.
• Excellent attention to detail and accurate data entry.
• Ability to manage priorities and stay organised in busy periods.
• Familiarity with practice management software and digital documents.
• Ability to follow written procedures and work independently after training.
• Sound understanding of client confidentiality and professional boundaries.

Responsibilities

• Welcome clients and visitors and provide friendly, professional service in person, by phone and email.
• Manage calls, voicemail and emails and direct enquiries to the right team member.
• Register new clients and maintain contact details and referrals in the practice management system.
• Manage practitioner calendars, bookings, confirmations, cancellations and rescheduling.
• Receive, record and track referrals and follow up outstanding information.
• Process payments, issue invoices and receipts, and handle billing tasks according to funding arrangements.
• Communicate with referrers and other stakeholders about administrative matters.
• Prepare and securely send correspondence and documents as directed by practitioners.
• Maintain accurate records of client contact and outstanding tasks.
• Keep the reception area organised and complete routine admin, scanning and file management.
• Protect client confidentiality and follow clinic procedures for handling information.

Skills

Medical reception experience

Allied health admin

Communication skills

Attention to detail

Confidentiality

Tools

Halaxy

Microsoft Outlook

Office 365

Job description

Allied Health Receptionist / Administration Assistant | Casual

The opportunity

Healthier You Clinic is seeking an experienced, organised and approachable Receptionist / Administration Assistant to support our dietetics and occupational therapy team in Port Macquarie.

As the first point of contact for clients, families, referrers and service providers, you will help people feel welcome while keeping appointments, referrals and administrative tasks running smoothly.

This role suits someone who enjoys helping people, takes ownership of their work and can follow established procedures with accuracy and care.

Key responsibilities

• Welcome clients and visitors, build rapport and provide friendly, professional service by phone, email and in person.
• Manage incoming calls, voicemail and emails, respond to administrative enquiries and direct messages to the appropriate team member.
• Register new clients and accurately maintain contact details, referral information and relevant documents in our practice management system.
• Manage practitioner calendars, including bookings, appointment confirmations, cancellations, rescheduling and follow-up appointments.
• Receive, record and track referrals, contact prospective clients and follow up outstanding information according to clinic procedures.
• Process payments, issue invoices and receipts, and complete billing tasks according to the client’s funding arrangements and clinic procedures.
• Communicate with referrers, support coordinators, aged care providers and other stakeholders about administrative matters.
• Prepare and securely send correspondence and documents as directed by practitioners.
• Maintain accurate records of client contact, actions taken and outstanding tasks.
• Keep the reception area organised and complete routine administration, scanning, document management and opening or closing tasks.
• Protect client confidentiality and follow clinic procedures for handling and sharing information.

What we expect

• Reliable follow-through: Take responsibility for assigned tasks, follow up outstanding items and provide a clear handover when work remains incomplete.
• Accuracy: Check client details, appointments, invoices and recipients before finalising or sending information.
• Organisation: Prioritise competing demands and complete daily tasks within the timeframes set out in clinic procedures.
• Professional communication: Communicate respectfully and clearly with clients, colleagues and external providers, including during difficult conversations.
• Independence and judgement: Work confidently within established procedures and seek guidance when an issue falls outside your responsibilities.
• Appropriate boundaries: Refer clinical questions to practitioners and elevate complaints, billing concerns or other issues appropriately.
• Teamwork: Keep practitioners informed of changes affecting their appointments and contribute to an organised, supportive workplace.

Ideal skills and attributes

• Previous experience in medical or allied health reception or administration.
• Strong verbal and written communication skills and a welcoming telephone manner.
• Excellent attention to detail and accurate computer and data-entry skills.
• The ability to manage competing priorities and stay organised during busy periods.
• Confidence using practice management software, email and digital documents.
• The ability to follow written procedures and work independently after training.
• A sound understanding of confidentiality and professional boundaries.
• A punctual, reliable and professional approach.
• Availability on atleast Mondays and Tuesdays between 9 am and 4 pm.

Preferred experience

• Experience using Halaxy or a Practice Management Software.
• Familiarity with Medicare, DVA, NDIS, Support at Home, private health and private billing processes.
• Experience processing referrals, managing appointment reminders and following up unbooked clients. We have processes. We just need them to be followed.
• Experience preparing invoices for external funding organisations and following up billing enquiries.
• Familiarity with Microsoft Outlook, Teams, OneDrive and Monday.com.
• Experience supporting multiple practitioners or an allied health team.
• Training will be provided in our clinic systems, procedures and funding workflows.

Hours

This is a casual position requiring availability on Mondays and Tuesdays between 9 am and 4 pm. Shifts will be confirmed through the clinic roster.