Administration Coordinator

Outsourcey; United States; Remote; USD 42,000 - 65,000; Full time

Benefits offered by this job

Competitive salary

Shape HR function in growing BPO

Career growth opportunities

Team of industry leaders

Job summary

Outsourcey is seeking a remote medical admin specialist to support elderly clients and coordinating physiotherapy services. You will handle inbound/outbound calls, schedule appointments and manage client records with empathy and professionalism.

Successful candidates have 3+ years in medical reception or allied health admin, solid English, and familiarity with Medicare and practice software like Zanda. This role is full-time with flexible remote work.)

Qualifications

• Minimum 3 years in medical reception, patient coordination or allied health admin.
• Excellent spoken English with clear phone manner for elderly clients.
• Experience using Zoom Phone, 3CX or similar VoIP platforms.
• Familiar with Australian healthcare systems incl Medicare, referrals, GP correspondence.
• Strong data entry and client record management.

Responsibilities

• Answer inbound calls from aged care clients and patients clearly and empathetically.
• Make outbound calls to welcome new clients, explain services and gather details.
• Schedule, confirm and reschedule physiotherapy appointments for six physios.
• Coordinate initial consultations and prep clients ahead of appointments.
• Contact GP clinics, specialists and referrals to arrange appointments.
• Maintain accurate appointment calendar and update it regularly.
• Follow up on appointment changes, cancellations and rebooking.
• Maintain up-to-date client records in the practice management system.
• Handle enquiries with patience, especially for elderly clients.
• Process referrals and liaise with external healthcare providers as required.
• Support broader admin including data entry, correspondence and documents.
• Escalate clinical matters promptly to the appropriate team member.

Skills

Medical reception

Patient coordination

Allied health admin

VoIP platforms

Data entry

Practice management

Elderly communication

Remote work

Tools

Zanda

Job description

Looking to take your career to the next level? Then this role is for you!

Join Outsourcey and be part of our mission to revolutionize global talent expansion! We connect businesses with dedicated full-time teams in the Philippines, offering cost-efficient solutions without compromising quality. Join us and help elevate businesses with complete control and comprehensive support, let's shape the future of work together!

Profile Requirements:

• Minimum 3 years Prior experience in a medical reception, patient coordination or allied health administration role
• Excellent spoken English with a clear, articulate and professional phone manner suited to elderly clients
• Experience making and receiving calls via Zoom Phone, 3CX or similar VoIP platforms
• Familiarity with Australian healthcare systems including Medicare, referrals and GP correspondence
• Strong attention to detail with accurate data entry and client record management
• Experience using practice management software within a physiotherapy or allied health setting (Zanda)
• Empathetic and patient communication style appropriate for an aged care client base
• Ability to manage a varied workload and prioritise effectively across scheduling and admin tasks
• Comfortable working independently in a remote environment with minimal supervision
• Reliable internet connection and a quiet, professional home office setup
• Available to work full-time, 40 hours per week, aligned to Australian Eastern Standard Time

Core responsibilities:

• Answer inbound calls from aged care clients and patients in a clear, professional and empathetic manner
• Make outbound calls to welcome new clients, explain services and gather initial details
• Schedule, confirm and reschedule physiotherapy appointments across a team of six physios
• Coordinate initial consultations and ensure clients are prepared and informed ahead of their appointment
• Contact GP clinics, specialists and referral sources to arrange appointments and exchange relevant information
• Manage the appointment calendar and ensure it is kept accurate and up to date at all times
• Follow up with clients regarding appointment changes, cancellations and rebooking
• Maintain accurate and up to date client records within the practice management system
• Handle client enquiries with patience and clarity, particularly when communicating with elderly patients
• Process referrals and liaise with external healthcare providers as required
• Support the broader admin function including data entry, correspondence and document management
• Escalate clinical matters to the appropriate team member promptly and professionally

Benefits:

• Competitive salary
• Opportunity to shape the HR function of a rapidly growing BPO.
• Work closely with a team of industry leaders who have successfully scaled BPOs in the past.
• Career growth and development opportunities.