Senior Medical Receptionist & Practice Coordinator

Restoring Minds Psychology; Melbourne; On-site; AUD 39,000 - 52,000; Part time

Benefits offered by this job

Flexible part-time arrangements

Supportive psychology practice

Team environment

Autonomy in role

Work-life balance

Job summary

Restoring Minds Psychology in Balwyn, Victoria, is seeking an experienced Senior Medical Receptionist / Practice Coordinator to support the day-to-day operations and ongoing development of our private psychology practice.

The role focuses on sensitive client communication, efficient intake coordination and building strong relationships with clinicians and referrers, with prior psychology or mental health practice experience strongly preferred.

Qualifications

• Demonstrated experience in medical reception or practice administration, with psychology/mental health experience preferred.
• Familiarity with mental health referrals, sensitive client enquiries, intake processes and clinician scheduling.
• Experience using practice management software, Halaxy experience highly regarded.
• Sound knowledge of Medicare billing, online claiming and relevant administrative processes.
• Excellent communication and interpersonal skills with a professional and empathetic approach.
• Strong organisational skills, attention to detail and ability to manage competing priorities.
• Initiative, sound judgement and confidence taking ownership with minimal supervision.
• Confidence engaging with GPs, practice managers and allied health professionals to develop referrals.

Responsibilities

• Manage client enquiries, appointments, clinician diaries, referrals and billing.
• Coordinate new client intake, including sensitive enquiries, initial triage and matching clients with clinicians.
• Deliver professional, empathetic and responsive communication with clients, clinicians and referrers.
• Manage Medicare claiming, invoicing, payments and admin follow-up.
• Provide day-to-day administrative support to ensure the practice operates efficiently.
• Review and improve administrative workflows to enhance efficiency, consistency and client experience.
• Support administrative compliance processes, including consent forms, intake documentation, privacy procedures and record management.
• Identify opportunities to streamline processes and maintain up-to-date practice documentation.
• Take ownership of administrative responsibilities, demonstrating initiative, sound judgement and attention to detail.
• Proactively develop and maintain professional relationships with GP clinics, practice managers and allied health providers.
• Undertake GP visits, outreach and follow-up to promote awareness and strengthen referrals.
• Maintain regular communication with existing referrers and identify opportunities for new referral relationships.
• Support growth of referrals through professional engagement and referrals coordination.

Skills

Medical reception

Practice administration

Medicare billing

Communication skills

Organisational skills

Initiative

GP liaison

Tools

Halaxy

Job description

Restoring Minds Psychology in Balwyn, Victoria, is seeking an experienced Senior Medical Receptionist / Practice Coordinator to support the day-to-day operations and ongoing development of our private psychology practice.

The role focuses on sensitive client communication, efficient intake coordination and building strong relationships with clinicians and referrers, with prior psychology or mental health practice experience strongly preferred.