Patient Services Coordinator - Fertility Care & Scheduling

City Fertility; North Lakes; On-site; AUD 45,000 - 65,000; Full time

Job summary

City Fertility is seeking a Patient Services Administrator for North Lakes (Maternity Cover). You will be the first point of contact for patients, handling appointments, registrations, billing under Medicare guidelines, and patient data with strict confidentiality.

You will support clinical and administrative teams across donor and surrogacy programs, ensure a welcoming reception, and contribute to quality and compliance through audits and process improvements.

Qualifications

• Minimum Year 12 qualification (or equivalent) and eligibility to work in Australia
• At least 12 months experience in office administration or reception, with strong customer service skills; experience in medical administration is advantageous
• Proficiency in Microsoft Office Suite and ability to learn practice management software; attention to detail and strong organisational skills

Responsibilities

• Provide exceptional first-point-of-contact service to patients, ensuring empathy and professionalism
• Manage patient appointment scheduling, registration, and pathway coordination for a seamless experience
• Prepare accurate, individualised fee estimates and manage billing in line with Medicare guidelines
• Handle incoming calls and inbox management with clear, compassionate communication
• Maintain accurate patient records and data entry in compliance with privacy standards
• Support daily banking, reconciliation, invoicing, and debt collection processes
• Assist with internal audits, accreditation reporting, and compliance activities
• Maintain reception and waiting areas to ensure a welcoming environment
• Liaise with clinicians, suppliers, and external partners to support operational needs
• Contribute to continuous improvement initiatives and policy reviews
• Provide support for donor and surrogacy programs and storage consent monitoring
• Troubleshoot Medicare claims and liaise with agencies to resolve billing issues
• Uphold WHS standards and report hazards and incidents
• Represent City Fertility’s values in interactions to foster a patient-focused culture

Skills

Customer service

Office administration

Microsoft Office

Practice management software

Attention to detail

Organisation

Communication

Confidentiality

Education

Year 12 qualification

Job description

City Fertility is seeking a Patient Services Administrator for North Lakes (Maternity Cover). You will be the first point of contact for patients, handling appointments, registrations, billing under Medicare guidelines, and patient data with strict confidentiality.

You will support clinical and administrative teams across donor and surrogacy programs, ensure a welcoming reception, and contribute to quality and compliance through audits and process improvements.