Executive Assistant / Medical Practice Coordinator

seek.com.au; Sydney; Hybrid; AUD 70,000 - 95,000; Full time

Benefits offered by this job

Hybrid flexibility

Job summary

Specialist Fertility and Gynaecology practice in Sydney CBD is seeking an Executive Assistant / Medical Practice Coordinator. You will support one fertility specialist/gynaecologist, coordinating consultations, theatre lists and IVF procedures, while ensuring bookings, enquiries, and billing run smoothly.

The role requires autonomy in a lean, fast-paced environment with hybrid flexibility; full-time preferred, but strong part-time candidates will be considered.

Qualifications

• Highly organized and capable with fast-paced environment
• Balance empathetic patient care with professional boundaries
• Explain fees, appointment requirements or practice processes clearly and kindly
• Ability to act independently and escalate when needed
• Multitask and prioritise in a busy clinic setting

Responsibilities

• Manage appointments, patient enquiries, referrals and correspondence
• Help patients navigate bookings, fees and practice processes
• Resolve administrative concerns and billing issues with good judgment
• Coordinate theatre lists, procedures and documentation with hospitals and IVF teams
• Manage private billing, Health Fund and Medicare claims, payments, reconciliation and outstanding accounts
• Keep track of outstanding requests and provide concise information for decisions
• Identify recurring problems and implement process improvements

Skills

Efficient

Reliability

Empathy in patient care

Tech aptitude

Tools

Xestro

Medicare billing software

Job description

Executive Assistant / Medical Practice Coordinator

Specialist Fertility and Gynaecology practice | Sydney CBD | Full-time preferred | Hybrid flexibility

We are looking for an exceptionally organised and capable person to support one fertility specialist / gynaecologist. Someone who can anticipate what needs to happen, ensure it happens, and leaves patients feeling well looked after.

You’ll take ownership of the coordination of consultations, theatre lists and IVF procedures, keeping appointments, correspondence, patient enquiries, and billing, with scope to improve processes; You will need to work autonomously and independently in a lean, fast paced environment

Key Responsibilities

• Manage appointments, patient enquiries, referrals and correspondence
• Help patients navigate bookings, fees and practice processes with warmth and clarity
• Resolve administrative concerns and billing issues using good judgment
• Coordinate theatre lists, procedures and documentation with hospitals, IVF teams, GPs and other specialists
• Manage private billing, Health Fund and Medicare claims, payments, reconciliation and outstanding accounts
• Keep track of outstanding requests and bring the doctor concise, relevant information when a decision is required
• Identify recurring administrative problems or inefficiencies and implement strategies to improve the underlying process

Who we’re looking for

• You’re someone who is highly efficient and enjoys a fast-paced environment. You are reliable and mistakes are rare. You can anticipate problems and solve them before they arise.
• You’ll also need to be able to balance empathetic patient care with appropriate professional boundaries. You can explain fees, appointment requirements or practice processes clearly yet kindly. You know when to act independently and when something needs escalation.
• Efficient and able to multitask/prioritise in a fast-paced environment
• Exceptional organisation and attention to detail
• Initiative, sound judgment and confidence working independently
• Ability to manage competing priorities and follow matters through to completion
• Strong technology aptitude and ability to learn unfamiliar systems quickly
• High emotional intelligence, professionalism and discretion.
• Accountability and willingness to learn with closed-loop feedback systems

Desirable, but not essential

• Executive assistant, operations or specialist medical administration experience
• Experience with account keeping, Medicare, private billing, theatre coordination or fertility services
• Familiarity with Medical Practice Management Software such as Xestro
• An outstanding candidate from outside healthcare who can demonstrate the capabilities above is strongly encouraged to apply.

Working arrangements

Sydney CBD, Monday–Friday, approximately 9am–5pm.

Full-time is preferred, although an excellent part-time candidate will be considered.

Hybrid flexibility – Clinic days are on-site, up to 2 days per week working from home depending on operational requirements.

Routine after-hours availability is not expected, although occasional contact may occur.

What’s in it for you

Engage in a meaningful and highly rewarding specialty where you can truly make an impact.

You’ll work closely with one specialist and have autonomy and genuine responsibility for making a small practice run well.