Medical Executive Assistant

Zohorecruit; Polska; Hybrid; PLN 22,000 - 26,000; Full time

Benefits offered by this job

HMO after probation

Laptop provided after 30 days

Permanent work-from-home

13th Month Pay

Job summary

Victoria Clinic in Victoria, Australia seeks a full-time Referral Administrator/Executive Assistant. You will manage referrals, handle telephone and patient enquiries, and support independent medico-legal work for the physician.

The role requires discretion, strong English skills, and experience with Halaxy and medical administration. This work-from-home position is structured with fixed shifts and expectations for timely responses, accurate documentation, and confidentiality.

Qualifications

• Experience in medico-legal administration or executive assistance.
• Understanding of NDIS compliance is highly preferred.
• Knowledge of Halaxy and experience in medical administration.
• Excellent spoken and written English.
• Professional, courteous telephone manner.
• Excellent attention to detail and accuracy.
• Strong Microsoft Word, email and document formatting skills.
• Ability to manage live trackers, deadlines and follow-ups.

Responsibilities

• Manage referrals and telephone enquiries for the clinic based in Victoria, Australia, ensuring no referral is overlooked.
• Enter referrals and supporting documents into Halaxy and track status from receipt to outcome.
• Prepare IME templates, summaries and reports with accuracy and consistency.
• Provide executive and administrative support to the client across professional and personal matters.
• Liaise with businesses and service providers as directed and handle confidential information.

Skills

Medico-legal administration

Executive assistance

NDIS compliance

Halaxy knowledge

Microsoft Word

English communication

Tools

Halaxy

Job description

The primary responsibility of this role is to manage referrals and telephone enquiries for the clinic based in Victoria, Australia. The successful applicant will also support the physician's independent medico-legal work and act as his executive assistant across professional and personal matters.

Key Responsibilities

Referral management

• Monitor all incoming referrals for psychiatrists and psychologists.
• Enter referrals and supporting documents accurately into Halaxy.
• Send referrals to the appropriate clinician for review.
• Maintain live referral trackers showing the date received, responsible clinician, current status, follow-up required and outcome.
• Monitor referrals until they have been accepted, declined or redirected.
• Send approved automated emails and correspondence to patients and referrers.
• Arrange appointments and update Halaxy following acceptance.
• Follow up with clinicians, patients and referrers when information or a response remains outstanding.
• Ensure that no referral is overlooked.

Telephone and patient enquiries

• Answer all incoming telephone calls promptly and professionally during business hours.
• Assist patients with routine enquiries regarding referrals, appointments and VCMH services.
• Record messages accurately and direct clinical or complex matters to the appropriate person.
• If unable to answer a question, advise the caller that further information will be obtained, investigate the matter and ensure the caller receives a timely response.
• Escalate urgent, clinical or sensitive matters according to the agreed procedure without providing clinical advice.

Independent medico-legal work

• Maintain a live IME tracker covering referrals, appointments, report due dates, completed reports and outstanding work.
• Before each assessment, prepare the appropriate IME report template with the relevant examinee, claim and appointment details.
• Review the provided records and prepare an accurate, concise summary of the documentation.
• Ensure the letter of instruction and all questions are included in the template.
• Maintain a log of outstanding reports and medico-legal tasks.
• Format completed reports and check spelling, grammar, names, dates, pronouns, numbering and overall consistency.
• Return reports to the client for final clinical review and approval.
• Send approved reports securely and record the date of submission.
• Provide executive and administrative support to the client across his professional and personal activities.
• Manage assigned tasks, reminders, appointments, correspondence, documents and follow-ups.
• Maintain an organised task list and ensure that instructions are followed through to completion.
• Liaise with businesses, service providers and other contacts as directed.
• Undertake research, bookings, document preparation and other reasonable professional or personal tasks assigned by the client.
• Exercise discretion and maintain strict confidentiality in relation to all professional, financial and personal matters.
• Provide regular updates and promptly identify tasks requiring the client’s decision.

Requirements

Essential Skills and Attributes

• Experience in medico-legal administration or executive assistance is desirable.
• Understanding of NDIS compliance is highly preferred.
• Knowledge of Halaxy and experience in medical administration.
• Excellent spoken and written English.
• A professional, courteous and reassuring telephone manner.
• Excellent attention to detail and a high level of accuracy.
• Strong Microsoft Word, email and document-formatting skills.
• Ability to manage live trackers, competing deadlines and follow-up tasks.
• Strong organisational, problem-solving and time-management skills.
• Ability to work independently, follow instructions and complete tasks without repeated prompting.
• Flexibility and willingness to undertake a range of professional and personal administrative tasks.

Work Environment & Expectations

While this is a work-from-home position, it is important to note that this is a full-time role—not a freelance or flexible-hour arrangement. You will be expected to work a fixed shift and maintain a high level of professionalism and accountability, just as you would in an office environment.

This role requires:

• Discipline and commitment to set working hours (strict shift times, not flexible)
• Use of time tracking software during work hours
• Active participation in team and client calls with your camera ON
• Consistent availability and responsiveness throughout your shift
• Treating this as a long-term, full-time job—not a side gig or freelance task

Payroll is processed bi-monthly.

We’re looking for someone who values structure, is dependable, and thrives in a role that provides consistency and clarity. If you’re seeking stability and a team that appreciates reliability, we’d love to hear from you.

• Monthly Salary: Php 35,000
• Salary will be paid on a bi-monthly basis on the 15th and 30th or 31st of each month
• You will be paid extra for overtime and Philippines public holidays
• Probation: 6 months and after Probation
  - 10 days annual leave credits
  - 5 days of sick leave
• HMO offered after 6-month's probation
• Eligible for 13th Month Pay after 30 days
• Annual Salary Review
• Laptop provided after 30 days
• Permanent work-from-home role. You will have to use your own internet
• SHIFT TIMES: 6:00 AM to 3:00 PM Philippine time, Monday to Friday