Senior Medical Receptionist / Practice Coordinator – Psychology

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

Senior Medical Receptionist / Practice Coordinator – Psychology

Restoring Minds Psychology is an established private psychology practice in Balwyn, providing psychological therapy and assessment services to children, adolescents and adults.

We are seeking an experienced, organised and proactive Senior Medical Receptionist / Practice Coordinator to support the day-to-day operations and continued development of our practice.

This position would particularly suit someone with previous experience in a private psychology or mental health practice, who understands the importance of sensitive client communication, effective intake coordination and building strong relationships with clinicians and referrers.

We are particularly interested in someone who brings established experience, can confidently manage the day-to-day administrative requirements of a psychology practice, and enjoys taking initiative to improve processes and build professional relationships.

About Us & the Opportunity

Restoring Minds Psychology is an established private psychology practice in Balwyn, providing psychological therapy and assessment services to children, adolescents and adults.

We are seeking an experienced, organised and proactive Senior Medical Receptionist / Practice Coordinator to support the day-to-day operations and continued development of our practice.

This position would particularly suit someone with previous experience in a private psychology or mental health practice, who understands the importance of sensitive client communication, effective intake coordination and building strong relationships with clinicians and referrers.

We are particularly interested in someone who brings established experience, can confidently manage the day-to-day administrative requirements of a psychology practice, and enjoys taking initiative to improve processes and build professional relationships.

Key Responsibilities

Client Services & Practice Administration

• Manage client enquiries, appointments, clinician diaries, referrals and billing.

• Coordinate new client intake, including sensitive enquiries, initial triage and matching clients with appropriate clinicians in accordance with practice protocols.

• Deliver professional, empathetic and responsive communication with clients, clinicians and referrers.

• Manage Medicare claiming, invoicing, payments and administrative follow-up.

• Provide day-to-day administrative support to ensure the practice operates efficiently and consistently.

Practice Coordination & Improvement

• 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 accurate, up-to-date practice documentation.

• Take ownership of administrative responsibilities, demonstrating initiative, sound judgement and attention to detail.

GP Liaison & Referral Development

• Proactively develop and maintain professional relationships with local GP clinics, practice managers and allied health providers.

• Undertake GP practice visits, outreach and follow-up to promote awareness of our services and strengthen referral pathways.

• Maintain regular communication with existing referrers and identify opportunities to establish new referral relationships.

• Support the growth of appropriate referrals through professional engagement and responsive referral coordination.

About You

We are looking for an experienced administrator who is reliable, personable, resourceful and confident working independently, with a genuine commitment to excellent client service.

Ideally, you will bring:

• Demonstrated experience in medical reception or practice administration, with previous experience in a psychology or mental health practice strongly preferred.

• Familiarity with mental health referrals, sensitive client enquiries, intake processes and clinician scheduling.

• Experience using practice management software, with 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 the ability to manage competing priorities.

• Initiative, sound judgement and confidence taking ownership of responsibilities with minimal supervision.

• Confidence engaging with GPs, practice managers and allied health professionals to develop and maintain referral relationships.

Previous experience in GP liaison, referral development or broader practice coordination would be advantageous.

What We Offer

• Flexible part-time arrangements: 3 days per week or shorter hours across 5 days, by agreement.

• An established, professional and supportive psychology practice.

• A welcoming, respectful and collaborative team environment.

• Autonomy and the opportunity to contribute to practice improvements and growth.

• A stable, long-term position with an emphasis on quality service, teamwork and work-life balance.