Front Desk Medical Receptionist

Pacific Sleep; Central Coast; On-site; AUD 55,000 - 75,000; Full time

Benefits offered by this job

Supportive environment

Skill development

Funding exposure

Career pathways

Job summary

Pacific Sleep Wyong clinic is seeking a friendly Front Desk & Client Experience Coordinator to manage bookings, greet patients, and support clinicians. You will ensure accurate information, timely follow-ups, and smooth patient journeys from first contact through follow-up, using Coreplus for scheduling and billing support.

Join a learning-oriented team with structured training, mentoring, and opportunities to grow into clinic management or broader operational roles within Pacific Sleep.

Qualifications

• Excellent written and verbal communication skills.
• Strong typing ability and proficiency in MS Word, Excel, and email systems.
• Strong organisational and time management skills.
• Solid understanding of front desk operations and healthcare administration.
• Working knowledge of Medicare, NDIS, DVA, Aged Care, and healthcare funding pathways.
• Ability to independently source information and resolve administrative issues.

Responsibilities

• Manage incoming calls, bookings, confirmations, cancellations, and follow-ups using Coreplus.
• Greet, check in, and register patients; update details and manage walk-ins, no-shows, and rescheduling.
• Assist patients with services, purchases, enquiries, and billing-related questions.
• Assist patients in navigating Medicare, NDIS, DVA, Aged Care, and other funding pathways.
• Ensure clear communication and timely follow-up throughout the patient journey.
• Maintain accurate records in Coreplus, Xero, Google Workspace, and supporting spreadsheets.
• Prepare and distribute reports, invoices, statements, referrals, and clinical documentation.
• Download, prepare, and distribute sleep study data.
• Support complex administrative workflows involving external organisations, documentation, billing, and process troubleshooting.
• Apply judgement and problem-solving where processes are unclear.
• Complete daily banking and reconciliation accurately.
• Process invoices, payments, and billing in line with internal policies.
• Support compliant processing of Medicare, NDIS, DVA, Aged Care, and related documentation.
• Manage incoming and outgoing mail and reports.
• Assist with basic clinical support tasks, including mask cleaning and assembly, CPAP data downloads, simple sleep study setup, and mask trials.
• Support clinicians by anticipating workflow needs.
• Act as a reference for Client Care team and assist managers with administrative tasks as required.
• Maintain a professional, organised, and welcoming clinic environment.

Skills

Written & verbal communication

Typing skills

Organizational skills

Healthcare administration

Medicare & funding knowledge

Attention to detail

Problem solving

Tools

MS Word

Excel

Email systems

Job description

Pacific Sleep provides diagnostic sleep studies and CPAP therapy for people living with sleep and respiratory disorders. We deliver client-centered care through strong clinical expertise, clear communication, and well-run clinic operations.

The Role

This role is central to the daily operation of the clinic, managing front desk activities, coordinating patient communication and appointments, and supporting clinicians and managers. You will ensure patients receive accurate information, timely assistance, and a seamless experience from first contact through to follow-up, while maintaining high standards across administrative and clerical workflows. The role is based at our Wyong clinic.

Front Desk & Client Experience

• Manage incoming calls, bookings, confirmations, cancellations, and follow-ups using Coreplus.
• Greet, check in, and register patients; update details and manage walk-ins, no-shows, and rescheduling.
• Assist patients with services, purchases, enquiries, and billing-related questions.
• Assist patients in navigating Medicare, NDIS, DVA, Aged Care, and other funding pathways. Some prior experience is expected, with structured training and mentoring provided.
• Ensure clear communication and timely follow-up throughout the patient journey.

Administrative & Operational Support

• Maintain accurate records in Coreplus, Xero, Google Workspace, and supporting spreadsheets.
• Prepare and distribute reports, invoices, statements, referrals, and clinical documentation.
• Download, prepare, and distribute sleep study data.
• Support complex administrative workflows involving external organisations, documentation, billing, and process troubleshooting.
• Apply judgement and problem-solving where processes are unclear.

Financial & Billing Responsibilities

• Complete daily banking and reconciliation accurately.
• Process invoices, payments, and billing in line with internal policies.
• Support compliant processing of Medicare, NDIS, DVA, Aged Care, and related documentation.
• Manage incoming and outgoing mail and reports.

Clinical & Team Support

• Assist with basic clinical support tasks, including mask cleaning and assembly, CPAP data downloads, simple sleep study setup, and mask trials (training provided).
• Support clinicians by anticipating workflow needs.
• Act as a point of reference for Client Care team members and assist managers with administrative tasks as required.
• Maintain a professional, organised, and welcoming clinic environment.

Key Performance Indicators

• Phone response times, appointment accuracy, and achievement of agreed daily call handling targets.
• Patient satisfaction and feedback.
• Accuracy of billing, payments, and daily reconciliation.
• Timely completion of tasks in Coreplus and Xero.
• Effectiveness of follow-ups and patient communication.
• Accuracy and compliance of Medicare, NDIS, DVA, and Aged Care processes.
• Contribution to clinic workflow efficiency and team support.

Skills & Knowledge

• Excellent written and verbal communication skills.
• Strong typing ability and proficiency in MS Word, Excel, and email systems.
• Strong organisational and time management skills.
• Solid understanding of front desk operations and healthcare administration.
• Working knowledge of Medicare, NDIS, DVA, Aged Care, and healthcare funding pathways.
• Ability to independently source information and resolve administrative issues.

Attributes & Experience

• Warm, professional, and patient-focused.
• Detail-oriented and comfortable managing multiple priorities.
• Confident in supporting both clinical and administrative teams.
• Strong judgement, initiative, and problem-solving ability.
• Reliable, punctual, and committed to professional standards.
• Willing to learn basic CPAP and OSA treatment knowledge.
• National Police Clearance Certificate (or ability to obtain).
• NDIS Orientation Certificate (training can be provided).
• First Aid and CPR certification (training can be provided).

What We Offer

• Supportive clinic environment with close collaboration between clinicians and management.
• Ongoing skill development across healthcare administration and clinical support.
• Exposure to complex healthcare funding and operational processes.
• Clear pathways into clinic, practice management, or broader operational roles within Pacific Sleep.