Medical Receptionist

Overview

As a Medical Receptionist, you will play a vital role in supporting the daily operations of a Pediatric Clinic. This position involves managing administrative tasks, handling patient communications, and providing excellent phone and email support to ensure smooth clinic operations.

You will be responsible for answering and making calls, managing appointments, responding to patient enquiries, and maintaining accurate patient records using clinic systems, including Blue Chip programs and the medical directory. The clinic uses a cloud-based phone system.

This role requires strong communication skills, attention to detail, and the ability to efficiently navigate multiple software platforms.

Key ResponsibilitiesPhone Support (Inbound & Outbound)

• Answer and manage inbound and outbound calls
• Book, confirm, reschedule, and cancel appointments
• Update patient contact details
• Provide directions to clinic locations (Pindara, JFH, and GCPH)
• Advise on appointment booking processes and current wait times
• Guide patients on accessing online forms via the website (e.g., letters, referrals, script requests)

Patient Enquiries (Outside Consultations)

• Manage online enquiries for:
• New referrals
• Script requests
• Letter/referral requests
• Record and upload non-appointment enquiries to the paediatrician's holding file
• Answer questions related to prescriptions (requests, refills, access)
• Handle billing enquiries, including consultation fees and pre-payments
• Provide contact details for general enquiries
• Manage calls from pharmacists or healthcare providers; escalate urgent calls to doctors when available

Outbound Call Tasks

• Confirm appointments not confirmed via SMS
• Follow up on missing documentation (e.g., referrals)
• Reschedule appointments as needed
• Inform patients of delays when practitioners are running late
• Contact waitlisted patients when appointments become available
• Liaise with external healthcare providers and laboratories as requested

Administrative Duties

• Maintain and update patient records
• Verify and ensure accuracy of patient information in the system

Key Criteria

• English Proficiency: Excellent verbal and written communication skills; familiarity with Australian English is essential
• Experience: Ideally 3–5 years of medical receptionist experience
• Organizational Skills: Strong time management skills with the ability to juggle multiple tasks using checklists and systems
• Security & Confidentiality: Strict adherence to confidentiality and data protection protocols, including secure password management

Job Type: Full-time

Experience:

• Medical Receptionist: 3 years (Preferred)
• Customer service: 3 years (Preferred)
• Administrative: 3 years (Preferred)

Work Location: In person