The Medical Administrator / Surgical Secretary is responsible for providing experienced, accurate and efficient medical administration support within a busy family-owned specialist urology practice.

This is a hands-on administrative position and requires a high level of independence, organisation, accuracy, initiative and professional judgement. The successful candidate will have sufficient experience and confidence to independently manage routine day-to-day clinic administration, surgical bookings, patient enquiries, billing and associated administrative workflows. This role will also provide reliable operational backup when the other team member is on leave or otherwise unavailable, ensuring the clinic continues to run smoothly.

KEY DUTIES/RESPONSIBILITIES

- Reception & Patient Service

- Provide a warm, professional and welcoming reception experience for patients, referrers, hospitals and allied health providers.
- Manage front-of-house reception, telephone and email enquiries in an productive and professional manner.
- Communicate with patients regarding appointments, referrals, billing, procedures, general enquiries and administrative requirements.
- Manage patient flow during clinic sessions to minimise delays and support an effective patient experience.
- Maintain patient confidentiality and appropriate professional boundaries at all times.
- Be a team

2. Communication & Liaison
- Liaise with doctors, nurses, hospitals, referrers and allied health providers to facilitate effective patient care and administrative processes.
- Respond appropriately to enquiries and identify matters requiring clinical or urgent attention.

3. Scheduling & Clinic Coordination
- Coordinate consulting schedules across various clinic locations.
- Schedule outpatient appointments and maintain accurate clinic lists.
- Confirm appointments and check that referrals, results and required documentation are available before consultations.
- Work with the Practice Nurse to schedule new referrals within appropriate timeframes.
- Follow up outstanding pathology,



imaging and other medical results.
- Arrange follow-up appointments and procedures according to clinical urgency and practice requirements.

4. Surgical & Theatre Coordination
- Coordinate theatre bookings and prepare and review theatre lists.
- Confirm patient admission times and communicate changes to patients and relevant parties.
- Liaise with hospitals, anaesthetists, surgeons and assistants regarding surgical arrangements.
- Prepare surgical quotes, ECLIPSE billing and associated documentation.

5. Billing & Medical Documentation
- Complete patient billing and process payments.
- Follow up outstanding accounts as required.
- Prepare WorkCover, TAC and insurance documentation.
- Draft clinic letters, correspondence and other medical documentation.
- Process referrals and maintain accurate patient records.

About You

You are a compassionate, hardworking, and highly organised professional who enjoys working in a busy, patient-focused environment. You bring strong admin skills, teamwork, initiative, and a commitment to excellence in every aspect of patient care.

Essential Skills & Experience

- Strong proficiency with medical practice software (Xestro or similar).
- Excellent written and verbal communication skills.
- Ability to manage competing priorities in a fast-paced environment.
- Demonstrated experience handling sensitive information with discretion.
- Confidence in dealing with e1lderly patients, culturally diverse patients, and patients with complex needs.
- Strong problem-solving ability and initiative.
- Ability to work independently and collaboratively within a small, highly supportive team.

Desirable Attributes
- Experience in surgical quoting and theatre coordination.
- Familiarity with Medicare, DVA, WorkCover, TAC and private health billing processes.
- High emotional intelligence, patience and a calm manner.
- A desire to grow with a rapidly expanding boutique specialist practice.

Pay: $33.00 – $39.00 per hour

Expected hours: 24.0 – 32.0 per week

Experience

- Medical administration: 2 years (Required)

Work Location: In person

📌 Medical Administrator/Receptionist (Mulgrave)
🏢 Sewell Urology
📍 Mulgrave