Senior Medical Administrator / Practice Manager

Total Pain Specialist

Position Overview

Total Pain Specialist is seeking an experienced, highly organised and proactive Senior Medical Administrator / Practice Manager to oversee the day-to-day administrative and operational functions of our multidisciplinary specialist clinic.

This is a senior role suited to someone with robust medical administration experience who is confident managing complex workflows, supporting clinicians and administrative staff, overseeing referrals and billing processes, and ensuring the clinic operates efficiently and professionally.

The successful candidate will work closely with the Directors and clinical team and will play an important role in developing systems, improving processes and maintaining a high standard of patient care and administrative governance.

Key ResponsibilitiesPractice Operations

- Oversee the day-to-day administrative operations of the clinic.
- Ensure reception, administrative and clinical support workflows are operating efficiently.
- Coordinate daily clinic requirements, including appointments, clinician schedules and patient enquiries.
- Identify workflow issues and implement practical improvements.
- Assist Directors with operational planning and ongoing development of the practice.
- Ensure administrative tasks are completed accurately and within required timeframes.

Staff Coordination and Supervision
- Provide leadership and day-to-day support to reception and administrative staff.
- Allocate responsibilities and monitor completion of administrative tasks.
- Assist with onboarding and training new administrative employees.
- Support staff performance, accountability and professional development.
- Promote clear communication and a positive, professional workplace culture.
- Assist with staff rosters, leave coordination and administrative coverage.

Referral Management
- Oversee incoming specialist, psychology and allied health referrals.
- Ensure referrals are processed, triaged administratively and allocated appropriately.
- Monitor outstanding referrals and ensure patients are contacted promptly.
- Maintain accurate referral tracking systems.
- Liaise with referring GPs, specialists, insurers, rehabilitation providers and other external stakeholders.
- Ensure referral documentation is complete before appointments where possible.

Billing and Accounts Administration
- Oversee medical billing processes and ensure accurate invoicing.
- Monitor Medicare, WorkCover, DVA, private health, insurance and privately funded patient billing pathways where applicable.
- Follow up outstanding accounts and payment issues.
- Coordinate closely with accountants/bookkeepers regarding billing, reconciliation and financial administration.
- Ensure billing procedures are documented and consistently followed.
- Monitor rejected claims, outstanding invoices and billing discrepancies.





WorkCover and Insurance Administration
- Maintain systems for tracking WorkCover and insurer requests.
- Monitor reports received, due dates, clinician appointments and report completion.
- Ensure reports and documentation are returned to insurers and stakeholders within required timeframes.
- Liaise with case managers, rehabilitation providers and insurers professionally and efficiently.
- Maintain accurate records of correspondence and outstanding actions.

Patient Experience
- Ensure patients receive professional, respectful and timely communication.
- Assist with managing complex patient enquiries and complaints.
- Maintain high standards across reception, telephone and email communication.
- Support administrative processes that improve the overall patient journey.
- Ensure confidentiality and sensitivity when handling patient information.

Systems and Documentation
- Maintain organised electronic filing systems, shared drives and administrative records.
- Ensure clinic documents are stored consistently and can be easily accessed by authorised staff.
- Develop and maintain administrative procedures, checklists and workflows.
- Assist with maintaining clinic policies, procedures and standard operating procedures.
- Support implementation and optimisation of practice management software and other administrative systems.
- Monitor shared clinic inboxes and ensure correspondence is actioned appropriately.

Compliance and Governance
- Support compliance with privacy, confidentiality and healthcare administration requirements.
- Assist with maintaining policies, procedures and risk-management documentation.
- Support audit preparation and administrative quality assurance.
- Ensure administrative processes comply with clinic policies and applicable healthcare requirements.
- Maintain appropriate confidentiality regarding patient, employee and business information.

Reporting and Management Support
- Provide regular updates to Directors regarding clinic operations.
- Maintain administrative trackers and operational reports.
- Identify overdue tasks, workflow bottlenecks and areas requiring management attention.
- Prepare information for regular management meetings.
- Assist with monitoring clinic performance, administrative KPIs and service efficiency.

Essential Skills and Experience The successful candidate will ideally have:
- Significant experience in medical administration, specialist practice administration or healthcare practice management.




- Experience working within a specialist medical, multidisciplinary or allied health environment.
- Strong understanding of healthcare referral and appointment workflows.
- Excellent organisational and time-management skills.
- Strong attention to detail and ability to manage multiple priorities simultaneously.
- Experience supervising or supporting administrative staff.
- Excellent written and verbal communication skills.
- Confidence communicating with doctors, allied health professionals, patients, insurers and external organisations.
- Strong computer literacy and experience using medical practice management software.
- Experience with Microsoft Office, Outlook, Excel and shared document-management systems such as OneDrive.
- Ability to work independently, identify problems and take responsibility for resolving them.
- High standards of professionalism, confidentiality and discretion.

Highly Desirable Experience with any of the following would be highly regarded:
- Specialist medical practices.
- Pain medicine or multidisciplinary healthcare.
- WorkCover Queensland and workers' compensation administration.
- DVA.
- Medicare billing.
- Medical reports and insurer requests.
- Allied health or psychology administration.
- Practice accreditation and compliance.
- Development of policies, procedures and SOPs.
- Staff supervision and performance management.
- Medical software and electronic health record systems.

Personal Attributes We are looking for someone who is:
- Proactive and takes ownership of their responsibilities.
- Highly organised and systematic.
- Reliable and accountable.
- Calm and professional in a busy clinical environment.
- Comfortable managing competing priorities.
- Confident making administrative decisions within their scope.
- Able to identify problems before they become larger operational issues.
- Collaborative while also capable of working independently.
- Respectful and patient-focused.
- Interested in helping build and improve systems as the practice grows.

Key Performance Expectations Success in this role will include:
- Referrals being processed accurately and promptly.
- Administrative emails and requests being actioned within appropriate timeframes.
- Medical reports and insurer requests being effectively tracked.
- Billing and outstanding accounts being actively monitored.
- Administrative responsibilities being clearly allocated across the team.
- Clinic systems and shared documentation remaining organised and current.
- Directors having clear visibility of outstanding operational issues.
- Administrative staff receiving appropriate guidance and support.
- Patients and referrers receiving professional and timely communication.
- Policies, procedures and administrative workflows being consistently followed.

Pay: $40.00 – $65.00 per hour Expected hours: 30.0 per week

Work Location: In person

📌 Practice Manager / Senior Medical Administrator – Specialist Medical Clinic (East Ipswich)
🏢 TOTAL PAIN CLINIC
📍 East Ipswich