Medical Receptionist

WARM Health Collective; City of Melbourne; On-site; AUD 50,000 - 65,000; Full time

Job summary

WARM Health Collective in Melbourne is seeking a Full/Part Time Medical Receptionist to support day-to-day administrative operations, answer patient enquiries, manage clinician diaries, and assist with intake and billing processes in a specialist mental health setting.

This role requires excellence in organisational skills, strong written and verbal communication, and the ability to balance priorities in a busy clinic.

Qualifications

• Experience in healthcare administrative work.
• Strong organisational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage competing priorities in a busy clinical environment.
• Professional and compassionate approach to patient interaction.
• Ability to work independently and as part of a small multidisciplinary team.

Responsibilities

• Managing incoming phone and email enquiries from patients, referrers and healthcare providers
• Coordinating appointments and managing clinician diaries
• Processing referrals and supporting patient intake and onboarding
• Managing patient waitlists and appointment follow‑up
• Medicare billing, invoicing and receipting
• Liaising with GPs, specialists and other healthcare providers as required
• Preparing and managing clinical correspondence
• Maintaining accurate electronic medical records
• Supporting clinicians with administrative workflow
• Maintaining confidentiality of patient information in accordance with privacy legislation
• Assisting with general front‑of‑house and practice operations
• Supporting implementation of administrative systems and processes where required
• Any other reasonable duties as directed by Practice Manager or Clinical Director

Skills

Healthcare environment experience

Organisational skills

Written and verbal communication

Prioritisation in busy clinical enviro

Professional and compassionate patient

Independent and team player

Education

Administrative experience in healthcare setting

Tools

Microsoft Office 365

Word

Excel

SharePoint

Job description

WARM Health Collective is on the lookout for a Full/Part Time, Medical Receptionist extraordinaire, who is responsible for supporting the effective day-to-day administrative operations. This includes coordinating patient enquiries, managing clinician schedules, supporting referral and intake processes, and maintaining accurate administrative and billing systems.

The role plays a key role in ensuring patients, referrers, and clinicians experience a responsive, organised and compassionate service environment within a specialist mental health setting.

Key Responsibilities

Managing incoming phone and email enquiries from patients, referrers and healthcare providers

Coordinating appointments and managing clinician diaries

Processing referrals and supporting patient intake and onboarding

Managing patient waitlists and appointment follow‑up

Medicare billing, invoicing and receipting

Liaising with GPs, specialists and other healthcare providers as required

Preparing and managing clinical correspondence

Maintaining accurate electronic medical records

Supporting clinicians with administrative workflow

Maintaining confidentiality of patient information in accordance with privacy legislation

Assisting with general front‑of‑house and practice operations

Supporting implementation of administrative systems and processes where required

Any other reasonable duties as directed by Practice Manager or Clinical Director

Selection Criteria

Experience working in a healthcare environment

Strong organisational skills and attention to detail

Excellent written and verbal communication skills

Ability to manage competing priorities in a busy clinical environment

Professional and compassionate approach to patient interaction

Ability to work independently and as part of a small multidisciplinary team

Experience working within a mental health setting

Familiarity with Medicare billing processes

Competent using Microsoft Office 365 including WORD, Excel and SharePoint

Licenses, Registrations and Qualifications

Relevant administrative experience in a healthcare setting essential.

Additional Information

This job description outlines the general nature and responsibilities of the role and is not intended to be an exhaustive list of duties. The successful applicant may be required to undertake other duties as reasonably requested, in line with the development of the role and the needs of the service.

Job share for the right candidates will be considered.