Impactful Medical Admin & Patient Care Coordinator

Brightwell Health; Newcastle; On-site; AUD 48,000 - 66,000; Full time

Job summary

Brightwell Health is seeking a warm, highly organised Specialist Medical Administration Assistant to join our growing team in Newcastle. You will manage patient bookings, respond to inquiries and provide general administrative support to ensure a smooth patient experience.

The role requires multitasking under pressure, experience in medical administration, and familiarity with practice management software. You will work closely with clinicians and the administration team to maintain efficient

Qualifications

• Experience in medical administration and knowledge of medical terminology.
• Ability to multitask and manage competing priorities in a fast-paced clinical setting.
• Experience with practice management software and Microsoft Office suite.

Responsibilities

• Manage patient bookings, inquiries and general administrative support.
• Collaborate with the senior administration team, medical staff and multidisciplinary team to deliver patient care.
• Multitask and handle competing priorities, including phone calls and in-person assistance.
• Assist with obstetrics/gynecology or fast-paced GP clinic/admin experience and medical terminology.
• Use practice management software (Xestro, Best Practice) and Microsoft Office; familiarity with private health funds.
• Provide compassionate, patient-first care and build rapport with patients.
• Manage referrals, admission paperwork and clinic flow for a smooth patient experience.
• Triaging calls and emails and sending patient information packs.
• Maintain cleanliness and restock stock in clinical areas; support stock orders.
• Communicate with the clinical team and manage correspondence via Medical Objects.

Skills

Patient care

Multitasking

Time management

Confidentiality

Communication

Tools

Xestro

Best Practice

Microsoft Office

Medical Objects

Job description

Specialist Medical Administration Assistant

Brightwell Health is growing, and we are looking for a warm, friendly and highly organised Medical Administration Assistant to join our growing team. If you thrive in a fast-paced environment and enjoy working with patients, we want to hear from you!

About the Role:As an experienced Medical Administration Assistant, you will be an integral part of a growing administrative team, ensuring the smooth running of our practice. Your primary responsibilities will include managing patient bookings, handling inquiries, and providing general administrative support. You will collaborate closely with our senior administration team, medical professionals and the multidisciplinary team to deliver outstanding patient care to the highest standards.

This is a dynamic role that requires the ability to multitask and manage competing priorities—particularly the ability to complete administrative tasks efficiently while being regularly interrupted to answer phone calls and assist patients in person.

Prior experience in medical administraion (ideally obstetrics/gynaecology) and/or fast-paced GP Clinic and health administration, with knowledge of medical terminology.

Experience using practice management software (Ideally Xestro, Best Practice) and Microsoft Office Suite; familiarity with private health funds preferred.

Your Responsibilities:

Provide compassionate, patient-first care and deliver outstanding customer service, building strong rapport with patients.

Manage patient bookings, referrals, admission paperwork, and clinic flow, ensuring a smooth patient experience.

Assist with theatre bookings, sending patient information packs, and triaging calls and emails in a professional manner.

Process invoicing/receipting via Tyro and HiCaps, and complete end-of-day reconciliations.

Provide administrative support to the clinical team, liaising with doctors and allied staff, and managing correspondence via Medical Objects.

Maintain cleanliness and tidiness of clinical areas, restocking and managing stock orders as needed.

Work efficiently under pressure, multitasking while maintaining high standards of work; demonstrate strong time management, communication, and organisational skills.

Shifts:

We're open to consideringcasual, permanent part-time 0.6FTE or higher, or full-time arrangementsfor the right applicant.

The role requires someflexibility with working hours, which may varybetween 8:00am and 6:00pm, depending on service needs.

We're committed to finding the right fit and are happy to discuss how the role can work best for you.

About You:

You are enthusiastic and possess a natural empathy for patients.

You take pride in your work and are committed to being an integral part of a highly efficient team.

You have excellent multitasking abilities and superb attention to detail.

You are flexible and can maintain a reasonable schedule to cover for fellow staff members.

Your warm and friendly telephone manner helps put patients at ease.

You always uphold strict confidentiality in all interactions.

Why Join Us?At Brightwell Health, we value our team members and strive to create a supportive work environment. If you are ready to make a difference in the lives of our patients while working in a dynamic and caring atmosphere, we would love to meet you!

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