Virtual Medical Operations Assistant

​​Looking for Philippines-based candidates

Job Role: Virtual Medical Operations Assistant - Sports & Exercise Medicine

Compensation range: $ AUD  / Monthly

Engagement type: Independent Contractor Agreement

This role will begin as an Independent Contractor (IC) arrangement during the initial onboarding and performance period.

For the right candidate, based on reliability, performance, and long-term fit, we are open to transitioning the role to a full Employee setup through an Employer of Record (EOR), which includes additional benefits.

Work Schedule: This role is expected to align with the AU business hours (approx. 40 hours per week, with the schedule to be agreed mutually. The role may involve a few longer days each week depending on clinic requirements.) for collaboration, but as a contractor, you'll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is: 

Our client currently needs support across their existing practice, with future involvement in establishing a new clinic.

Role Overview: 

In this role, you will work directly with a Specialist Sports & Exercise Medicine Physician who consults across multiple clinics in Sydney. You will support the day-to-day operations of the medical practice by managing clinical documentation, billing workflows, letter preparation, and essential coordination tasks.

You will collaborate closely with the physician to refine systems, streamline processes, and develop efficient workflows as the practice continues to grow. Additionally, you will play a key role in establishing the operational foundation for a future private clinic, with long-term opportunities to advance into senior operational responsibilities and eventually help oversee additional virtual assistants.

Key Responsibilities: 

• Retrieve radiology reports and pathology results from imaging and pathology portals.
• Chase GP and specialist correspondence directly from practices via phone or email (operative reports, specialist letters, physio notes).
• Work with AI-assisted dictation/transcription tools to refine and format patient letters, then upload them into medical software (Shexie, Xestro) with correct recipients.
• Live-edit letters during dictation sessions, including rapid review while the doctor is between clinics.
• Coordinate simple telephone reviews by organising 3-way calls and managing AI-assisted transcription during these calls.
• Prepare and finalise medical letters; ensure correct filing and accurate distribution across clinic systems.
• Process billing for outpatient consultations, including Medicare rebates for telephone and video consulting.
• Learn and perform surgical assistant billing, including correct item usage and monthly reconciliation.
• Retrieve and organise relevant clinical documents prior to consultations.
• Assist in identifying suitable new consulting spaces as the practice expands.
• Become confident and effective using LLM-based tools (including custom GPTs) to optimise workflows and support problem-solving.
• Develop a working understanding of Australian healthcare privacy expectations, especially regarding secure handling of clinical information.

Core Responsibilities (Months 3-12)

• Take ownership of the full surgical assistant billing workflow and maintain accurate reconciliation.
• Develop and maintain a structured recall system for telephone reviews (injection follow-up, imaging results, physio-shared care).
• Set up and coordinate telephone reviews, prepare briefings and draft letters afterwards.
• Build and maintain a comprehensive SOP document covering all workflows and processes.
• Assist with communication to referrers and physiotherapists when needed (emails, updates, clarifications).
• Help maintain a referrer database to support relationship-building and future clinic marketing.
• Participate in regular collaborative discussions with the doctor to refine processes, improve efficiency and help shape emerging clinic systems.

Long-Term Responsibilities (Clinic Launch Phase)

• Assist with evaluating and setting up new consulting rooms, including workflow design and software setup.
• Help establish new telephone systems, booking systems, telehealth links and payment workflows for the new clinic.
• Contribute to the design and documentation of scalable processes as the practice grows.
• Opportunity to assist in onboarding, supporting and eventually overseeing additional VAs as an operations team develops.

Required Skills and Qualifications:

• Excellent spoken and written English with a clear, patient-friendly communication style.
• Strong attention to detail and confidence managing multiple clinical systems.
• Comfortable retrieving medical documents, chasing correspondence and managing clinical information accurately.
• High emotional intelligence with the ability to handle difficult customers, resolve issues calmly and communicate professionally.
• Skilled and adaptable with AI-based tools, including LLMs and custom GPTs, to streamline tasks and improve efficiency.
• Enjoys working collaboratively, discussing ideas and helping refine systems - not just following rigid checklists.
• Able to work hours that substantially overlap with Sydney clinic hours.
• Ideally: experience in medical administration, nursing, physiotherapy, allied health or Australian medical workflows; however strong applicants from other customer-focused or operations roles will also be considered.
• Seeking a long-term role with genuine opportunities for growth, increasing responsibility and future team involvement.

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as "Independent Contractor")