Position Summary

We are seeking an experienced and highly knowledgeable Medical Practice Manager to lead the operational, administrative, compliance, and business functions of our medical practice. The ideal candidate will possess extensive expertise in the Australian healthcare system, including private health insurance, Medicare billing, doctor and surgeon workflows, clinical administration, patient management, compliance requirements, and end-to-end documentation processes.

Should be experienced and have excellent knowledge in the Australian health Care System, WORKCOVER and TAC along with Medicare Billing

This role serves as the key operational link between doctors, surgeons, administrative teams, patients, hospitals, insurers, and external stakeholders.

The Medical Practice

Manager will ensure that all processes, protocols, documentation standards, compliance requirements, and practice operations align with both regulatory obligations and each clinician's preferred way of working.

In addition to managing daily operations, the successful candidate will act as a mentor, trainer, and subject matter expert, educating and developing the administrative and clinical support teams while driving operational excellence and continuous improvement. Key Responsibilities

Practice Operations Management

Oversee the day-to-day operations of the medical practice.

Ensure efficient patient flow, appointment scheduling, theatre coordination, and administrative processes.

Manage practice resources, staffing requirements, workflows, and service delivery standards.

Develop and implement policies, procedures, and best-practice operational frameworks.

Monitor performance metrics and identify opportunities for operational improvement.

Doctor & Surgeon Liaison

Act as the primary point of contact between the practice team and doctors/surgeons.

Develop a thorough understanding of each clinician's workflow, preferences, protocols, and patient management style.

Ensure administrative teams consistently support clinicians according to established requirements and expectations.

Coordinate communication between doctors, hospitals,



allied health providers, and external stakeholders.

Support clinicians in maintaining professional and regulatory obligations.

Medicare, Insurance & Billing Expertise

Maintain advanced knowledge of

Medicare Advantages Schedule (MBS)

Private Health Insurance requirements

Department of Veterans' Affairs (DVA) billing

Workers Compensation processes

Motor Vehicle Accident claims

TAC and state-based compensation schemes where applicable

Gap payments and informed financial consent requirements

WORKCOVER Process and Requirements

Ensure accurate billing, claiming, and reconciliation processes.

Monitor billing compliance and reduce claim rejections or payment delays.

Assist staff in interpreting Medicare and insurer requirements.

Stay updated on legislative and industry changes impacting billing and reimbursements.

Clinical Documentation & Administrative Compliance

Oversee the complete patient documentation lifecycle from:

Referral receipt

Initial consultation

Pre-operative preparation

Theatre bookings

Surgical procedures

Post-operative care

Follow-up appointments

Billing and claims processing

Ensure documentation is

Accurate

Complete

Timely

Legally compliant

Aligned with accreditation standards

Monitor the preparation and management of:

Referrals

Consultation notes

Surgical consent forms

Hospital documentation

Procedure reports

Specialist correspondence

Insurance and Medicare documentation

Financial consent documents

Medical records

Compliance & Risk Management

Ensure compliance with

Australian Privacy Principles (APPs)

Privacy Act requirements

Medicare regulations

RACGP and specialist practice standards where relevant

State and federal healthcare legislation





Accreditation requirements

Clinical governance frameworks

Conduct regular audits of administrative and documentation processes.

Identify operational, financial, and compliance risks.

Implement corrective actions and process improvements.

Team Leadership, Mentoring & Education

Lead, mentor, coach, and develop administrative and support staff.

Create and deliver training programs for:

Reception staff

Medical secretaries

Practice administrators

Surgical coordinators

Serve as the practice's subject matter expert on:

Insurance processes

Medicare requirements

Patient administration

Documentation standards

Compliance obligations

Foster a culture of accountability, professionalism, continuous learning, and patient-centered care.

Financial & Business Management

Assist with budgeting, forecasting, and financial reporting.

Monitor revenue cycle performance and billing accuracy.

Manage supplier and service provider relationships.

Support business growth initiatives and service development.

Identify efficiencies and opportunities to enhance profitability without compromising patient care.

Essential Qualifications & Experience

Experience as a Practice Manager.

Extensive experience within specialist medical, surgical, or multidisciplinary healthcare practices.

Strong understanding of Australian healthcare funding models and Medicare billing.

Demonstrated expertise in private health insurance processes and healthcare compliance.

Experience managing teams within a healthcare environment.

Advanced understanding of patient journey management and specialist practice workflows.

High-level knowledge of medical terminology and clinical documentation requirements.

Experience working directly with specialist doctors and/or surgeons. Key Competencies

Technical Expertise

Medicare and MBS billing

Private health insurance processes

Surgical and specialist practice operations

Medical documentation management

Compliance and regulatory knowledge

Practice management software systems

Healthcare administration

📌 Medical Practice Manager (Melbourne)
🏢 Boltin
📍 Melbourne