Medical Secretary – Permanent Part-time position

We have an exciting opportunity for an enthusiastic, professional, and patient-focused Medical Secretary to join our friendly specialist practice in Doncaster East. Supporting four Gastroenterologists, you will play a key role in delivering an exceptional experience for our patients and contributing to the smooth operation of a busy and highly regarded medical practice.

As the first point of contact for patients, referring doctors, and other healthcare providers, you will be an important ambassador for our practice. We are seeking someone who is committed to providing outstanding customer service and compassionate patient care, and who thrives in a collaborative, supportive team environment.

You will be responsible for managing a broad range of administrative and reception duties, ensuring the effective coordination of patient appointments, communications, and day-to-day practice operations. This role is part of a collaborative administrative team, and success will depend on your ability to work effectively with colleagues in a supportive and fast-paced environment.

The ideal candidate will be organised, efficient, proactive, and well-presented, with previous experience in a specialist practice setting. Strong communication skills, attention to detail, adaptability, and the ability to remain calm under pressure are essential. Confidence with computer systems, excellent multitasking abilities, and a genuine desire to help patients will be highly valued. Above all, your focus will be on ensuring a seamless workflow within the practice while delivering a high standard of patient care and service.

We require someone who can work 3 days per week. Your days will be consistent each week. It would be helpful if you have some flexibility to cover annual/sick leave if needed.

Your main responsibilities include:

- General administration / receptionist duties
- Maintaining rooms
- Organise / coordinate theatre lists for the Gastroenterologists




- Medical billing – including billings from consulting & procedures

The ideal candidate must have:

- Over 3 years experience as a Gastroenterology Medical Secretary or Surgical Secretary with experience with procedural billings and theatre bookings
- Excellentcomputer skills
- Ability to multitask – attend to phones, deal with face-to-face clients, following up investigation results, book theatre lists, electronic correspondence, sending referrals and letters
- Have outstanding communication skills, compassion, patient, discrete, well organised, good problem-solving strategies
- Good collaborative skills and communication to work with administrative colleagues and doctors
- Must be able to perform well under under pressure of a busy multi-specialists practice
- Willing to adapt/receive constructive feedback
- Book patient medical appointments and organise theatre lists at various hospitals for multiple Gastroenterologists
- Attention to detail is a necessity

Job Responsibilities:

- Process all billings from consulting & procedures. Process same day patient medicare rebate and payment.
- Coordinate multiple doctors and operating lists.
- Provide all administrative support for Gastroenterologists.
- Meet and greet patients with highest level of customer service
- Liaison with other entities (GPs, pathology, etc) to ensure complete patient medical records
- Manage office communications in time efficient manner (e.g. phone calls, electronic correspondence, faxing and sending, referrals)
- Book patient medical appointments and organise theatre lists at various hospitals for multiple specialists
- Ensure confidentiality of sensitive information
- Debt management and follow up
- Ensure general cleanliness of practice by daily basic cleaning and organisation of professional cleaners
- Maintaining means to ensure security
- Compliance to occupational health and safety
- Ensure clinic is well stocked with perishable goods and limited sales items
- Interacts with patients and gains customer feedback about the practice
- Addresses patient complaints in a compassionate and timely fashion

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📌 Medical Secretary - Permanent Part-Time (Williamstown)
🏢 seek.com.au
📍 Williamstown