Specialist Medical Secretary

seek.com.au; Sydney; On-site; AUD 65,000 - 90,000; Full time

Job summary

RPA Medical Centre in Camperdown is seeking a Specialist Medical Receptionist who can run the practice autonomously. You will manage day-to-day administration, patient records, appointments, referrals and billing support using Genie Practice Management Software.

As the sole receptionist, you will coordinate patient flow, greet and assist patients, handle inquiries and ensure records are accurate and up to date, contributing to smooth, professional patient experiences.

Qualifications

• Minimum 3–5 years’ experience in specialist medical reception or medical administration.
• Strong, demonstrated experience using Genie Practice Management Software.
• Experience managing a specialist's diary and patient appointments.
• Experience processing and coordinating medical referrals.
• Understanding of specialist medical billing and Medicare processes.
• Knowledge of medical terminology.

Responsibilities

• Manage the specialist's appointment diary and consulting schedule.
• Book, confirm, reschedule and coordinate patient appointments.
• Manage incoming telephone calls and patient enquiries.
• Welcoming patients and coordinating arrivals and departures.
• Receiving and processing specialist referrals.
• Managing waiting lists, recalls and follow-up requirements.
• Creating and maintaining accurate patient records.
• Scanning, uploading and managing medical documentation.
• Preparing patient information and documentation for consultations.
• Coordinating correspondence with referring doctors, hospitals, diagnostic providers and other healthcare professionals.
• Preparing and distributing medical correspondence and specialist reports as directed.
• Ensuring patient records and documentation remain accurate and up to date.
• Supporting the efficient flow of patients throughout consulting sessions.
• Managing general administrative requirements associated with the specialist practice.

Skills

Genie Software

Medical reception experience

Diary & appointment management

Medical billing knowledge

Medicare processes

Medical terminology

Communication skills

Data-entry skills

Attention to detail

Time management

Independence

Empathy

Confidentiality

Job description

Are you an experienced Specialist Medical Receptionist who knows Genie Practice Management Software inside and out and is confident managing the day-to-day administration of a specialist practice independently?

We are seeking an experienced, highly organised and professional Specialist Medical Receptionist to support a specialist based at RPA Medical Centre.

This is a hands-on and autonomous position. You will be the sole receptionist supporting the specialist, taking responsibility for the smooth day-to-day running of reception, patient administration, appointments, referrals, correspondence and billing support.

We are looking for someone who can step into the role with a strong understanding of specialist medical administration and, importantly, excellent working knowledge of Genie Practice Management Software.

The Role

You will be responsible for managing the specialist's day-to-day administrative requirements, including:

• Managing the specialist's appointment diary and consulting schedule
• Booking, confirming, rescheduling and coordinating patient appointments
• Managing incoming telephone calls and patient enquiries
• Welcoming patients and coordinating arrivals and departures
• Receiving and processing specialist referrals
• Managing waiting lists, recalls and follow-up requirements
• Creating and maintaining accurate patient records
• Scanning, uploading and managing medical documentation
• Preparing patient information and documentation for consultations
• Coordinating correspondence with referring doctors, hospitals, diagnostic providers and other healthcare professionals
• Preparing and distributing medical correspondence and specialist reports as directed
• Ensuring patient records and documentation remain accurate and up to date
• Supporting the efficient flow of patients throughout consulting sessions
• Managing general administrative requirements associated with the specialist practice

Strong Genie Practice Management Software experience is essential for this position.

You will be expected to confidently use Genie as part of your day-to-day responsibilities, including patient administration, appointment management, documentation and billing-related activities.

This is not a position where we are looking to train someone from the beginning on Genie. Previous hands-on experience and a strong working knowledge of Genie are required.

The role will also involve supporting the financial administration of the practice, including:

• Processing patient invoices and payments
• Processing or assisting with Medicare claims
• Supporting DVA, WorkCover, CTP and private health fund billing where applicable
• Following up missing billing information or documentationAccount reconciliations
• Responding professionally to patient account enquiries
• Helping ensure billing and claiming activities remain accurate and up to date

About You

This position would suit someone who has previously worked in a specialist medical practice and is comfortable taking responsibility for the administration of a practice without relying on a larger reception or administration team.

To be successful, you will ideally have:

• Minimum 3-5 years' experience in specialist medical reception or medical administration
• Strong, demonstrated experience using Genie Practice Management Software
• Experience managing a specialist's diary and patient appointments
• Experience processing and coordinating medical referrals
• Understanding of specialist medical billing and Medicare processes
• Knowledge of medical terminology
• Excellent written and verbal communication skills
• High-level computer and data-entry skills
• Exceptional attention to detail
• Excellent time management and organisational skills
• The confidence to prioritise your own workload and work independently
• A professional and compassionate approach when dealing with patients
• The ability to communicate confidently with specialists, referring practitioners, hospitals and other healthcare providers
• A high level of discretion and understanding of patient confidentiality

The Person We're Looking For

You will be the first point of contact for our patients and the friendly, reassuring face of the practice. For this reason, we're looking for someone who genuinely enjoys helping people and understands the importance of empathy in a specialist medical environment.

You will be patient, calm, compassionate and understanding, particularly when assisting patients who may be anxious, unwell or dealing with challenging health circumstances. You'll know how to listen, communicate clearly and make people feel comfortable, while maintaining professionalism and confidentiality at all times.

As the sole receptionist supporting the specialist, you will need to be confident working autonomously and taking ownership of the day-to-day running of the practice. You will be proactive, highly organised and able to prioritise competing demands without the support of a Practice Manager or larger administration team.

A strong working knowledge of Genie Practice Management Software is essential. We are looking for someone who can confidently use Genie as part of their everyday role, including appointment management, patient records, correspondence, billing and general practice administration.

You'll be someone who can balance the human side of healthcare with the administrative demands of a busy specialist practice. Exceptional patient care, empathy and patience are just as important to us as accuracy, organisation and technical skills.

What We Offer

This is an opportunity to take ownership of a varied and important position supporting a specialist at RPA Medical Centre.

For the right person, the role offers the opportunity to use your existing specialist medical reception and Genie experience in a position where your organisation, initiative and ability to independently manage the practice administration will be genuinely valued.

Location: RPA Medical Centre, Camperdown

Employment: Full-Time

Position: Specialist Medical Receptionist