Job Description

This position is ideally suited to full-time candidates.

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The role is primarily based at our Collingwood clinic, with occasional travel required to our satellite location in Caulfield, depending on consulting schedules.

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About Us

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Melbourne IVF is a leading provider of IVF-related fertility treatments in Victoria, at the forefront of IVF technology globally. We are dedicated to caring for people and providing cutting-edge fertility services and research, creating a stimulating environment for career enhancement.

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About the role

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Medical Secretaries are vital members of our healthcare team, working closely with our skilled medical professionals. This role is ideal for someone with secretarial experience, compassion, and sensitivity towards patients undergoing fertility treatments. Your customer service skills will enhance the world-class care we provide.

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The Medical Secretary provides day-to-day administration support to Fertility Specialists and their secretaries, and delivers reception and administration duties for the private practice. This role is based in Victoria and reports to the Operations Manager, Melbourne IVF.

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Key responsibilities

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Co-ordinate the day to day administration support of Fertility Specialist(s) and their secretaries

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Provide a friendly and efficient telephone service including answering calls promptly and courteously, answering queries, forwarding calls, and following up on outstanding patient queries

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Provide a friendly and efficient reception service including acknowledging patients on arrival, answering queries,



directing patients to appropriate staff, and keeping patients advised of delays

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Maintain the appointment management system including making and rescheduling appointments, confirming and filling cancellations, and providing appointment schedules to Fertility Specialists

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Maintain patient electronic records including recording new patient data, updating patient information, billing and receipting patients, preparing and submitting Medicare claims, and correcting Fertility Specialist dictation within 5 days

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Maintain clear communication channels between all Melbourne IVF departments, Victorian Day Hospitals, Virtus Health, Fertility Specialists and key stakeholders

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Reconcile and account for the day's takings

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Action emails and tasks requested by the Fertility Specialist and Melbourne IVF team, organise theatre bookings, and provide secretarial support services

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Check and tidy the waiting room, Fertility Specialist rooms and patient bathrooms as required

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Manage orders from Fertility Specialists' practices including placing, receipting, and delivering orders

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About you

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Previous medical secretary, reception or administration experience

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Demonstrated communication skills with individuals across all levels of organisation

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Demonstrated ability to engage with key stakeholders

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Proven experience managing multiple stakeholders and balancing competing priorities

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Effective communication, organisational, and problem-solving skills

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Desirable: Experience with Genie/Gentu practice management software

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📌 Medical Secretary (Victoria)
🏢 Melbourne IVF
📍 Victoria