Medical Secretary - FT

Doctors Secretarial Agency; Melbourne; Hybrid; AUD 55,000 - 75,000; Full time

Benefits offered by this job

Parking onsite

Job summary

Doctors Secretarial Agency is seeking an experienced Medical Secretary to support a busy specialist medical practice across three locations (Richmond, Box Hill, and a third site), with the option to work from home one day per week. The role involves coordinating clinic operations, appointments, referrals, and inpatient services to ensure a high-quality patient experience.

You will handle calls, emails, patient enquiries, and manage clinical documentation, billing, and pre-operative processes.

Qualifications

• Experience in medical administration is essential, ideally in a specialist practice.
• Strong understanding of clinical workflows and hospital processes.
• Excellent organisational skills and the ability to manage competing priorities.
• Strong written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• Ability to work independently and take ownership of responsibilities.
• Confidence with medical practice software and electronic patient records.

Responsibilities

• Coordinate daily clinic operations, patient appointments and referrals.
• Manage incoming calls, emails, voicemail and patient enquiries.
• Maintain accurate patient records and processing clinical correspondence, results and discharge summaries.
• Liaise with patients, GPs, referring practitioners and hospital staff.
• Prepare theatre lists and coordinate inpatient and surgical administration.
• Organise pre-operative assessments and ensure all patient information is available.
• Assist with billing, payment follow-up and pre-collection of surgical fees.
• Follow up on outstanding payments for Telehealth appointments.
• Support efficient clinical workflows across multiple locations.

Skills

Medical administration

Clinic coordination

Communication skills

Attention to detail

Independent work

Tools

EMR software

Job description

An excellent opportunity is available for an experienced Medical Secretary to join a busy specialist medical practice in a varied, hands‑on role supporting consulting, theatre and inpatient services.

Working across three locations: Richmond and Box Hill, with a 3rd location coming. Also, the option to WFH one day per week. You will play an integral role in coordinating daily practice operations and ensuring a professional, high-quality experience for patients and referring practitioners.

We are seeking an organised, proactive and detail‑oriented medical administrator who enjoys taking ownership of their workload and managing competing priorities in a fast‑paced specialist environment.

The Role:

• Coordinating daily clinic operations, patient appointments and referrals.
• Managing incoming calls, emails, voicemail and patient enquiries.
• Maintaining accurate patient records and processing clinical correspondence, investigation results and discharge summaries.
• Liaising with patients, GPs, referring practitioners and hospital staff.
• Preparing theatre lists and coordinating inpatient and surgical administration.
• Organising pre‑operative assessments and ensuring all required patient information is available.
• Assisting with billing, payment follow-up and pre‑collection of surgical fees.
• Follow up on outstanding payments for Telehealth appointments
• Supporting efficient clinical workflows across multiple hospital locations.

To be successful in this role, you will have:

• Previous medical administration experience is essential, ideally within a specialist practice.
• A sound understanding of clinical workflows and hospital processes.
• Excellent organisational skills and the ability to manage competing priorities.
• Strong written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• The ability to work independently, demonstrate initiative and take ownership of your responsibilities.
• Confidence using medical practice software and electronic patient records.

What's on Offer:

• Full‑time hours, Monday to Friday, 9.00 am–5.00 pm.
• A varied role encompassing consulting, theatre and inpatient administration.
• An opportunity to utilise your medical administration experience in a role with responsibility and variety.
• Parking provided onsite at all locations

If you are an experienced Medical Secretary seeking your next opportunity within a specialist medical environment, we would love to hear from you. This is an excellent opportunity to join a professional team where your organisational skills, attention to detail and commitment to exceptional patient service will be valued.