We are looking for a Patient Services Administrator who is passionate about making a difference in people's lives.
This role is more than administration—it's about creating a welcoming, supportive experience for patients during one of the most significant journeys they will ever take.
If you thrive in a dynamic, patient-focused environment and value empathy, quality, and teamwork, we'd love to hear from you.What you will doThe Patient Services Administrator at City Fertility plays a vital role in supporting patients through one of the most significant journeys of their lives.Guided by our values of Compassion, Respect, Commitment, Quality, and Communication, this role is the first point of contact for patients, helping them navigate their fertility journey with empathy and clarity.
The position will directly contribute to delivering high-quality, patient-centred care and fostering trust and confidence in our services.
It is a outstanding opportunity to make a meaningful impact and develop skills in a dynamic, supportive environment committed to continuous improvement and clinical excellence.Key ResponsibilitiesProvide exceptional first-point-of-contact service to patients, ensuring all interactions reflect empathy, respect, and professionalismManage patient appointment scheduling, registration, and pathway coordination to ensure a seamless experiencePrepare accurate, individualised fee estimates and manage billing processes in line with Medicare guidelinesHandle incoming calls and inbox management promptly and effectively, maintaining clear and compassionate communicationMaintain accurate patient records and data entry in compliance with privacy and confidentiality standardsSupport daily banking, reconciliation, invoicing,



and debt collection processes with attention to detailAssist with internal audits, accreditation reporting, and compliance activities to uphold quality standardsMonitor and maintain reception and waiting areas to ensure a welcoming environment for patients and visitorsLiaise with clinicians, suppliers, and external partners to support operational needs and patient careContribute to continuous improvement initiatives, including policy and process reviews and change management programsProvide support for donor and surrogacy programs, storage consent monitoring, and compliance requirementsTroubleshoot Medicare claims and liaise with relevant agencies to resolve patient billing issuesUphold workplace health and safety standards, reporting hazards and incidents promptlyRepresent City Fertility's values in all interactions, promoting a positive, patient-focused cultureWhat we are looking forThe successful candidate will have:Minimum Year 12 qualification (or equivalent) and eligibility to work in AustraliaAt least 12 months experience in office administration or reception, with robust customer service skills; experience in medical administration is advantageousProficiency in Microsoft Office Suite and ability to learn practice management software; attention to detail and strong organisational skillsDemonstrated ability to communicate effectively, manage multiple priorities,



and work collaboratively in a patient-focused environment aligned with City Fertility's valuesCommitment to maintaining confidentiality, continuous learning, and supporting quality and compliance standards in healthcarePlease note that as this is an on-site role, successful candidates will need to be able to work on-site across various clinic locations.For further information about the role, please email to arrange a confidential discussion.
Please note that applications will be progressed as received.
** Applicants must be legally entitled to work in Australia - successful candidates are required to provideproof of their right to work in Australia prior to commencement.
** Candidates applying for day procedure/hospital positions may be required to provide proof of specific immunisations and vaccinations.
** All personal information received by will be stored, used and disclosed by us in accordance with our Privacy Policy.About City FertilityOver 21,000 babies and countless smiles for more than 21 years.As one of Australia's leading IVF and fertility service groups, we combine cutting-edge science with compassionate care.
Our partnership with the CHA IVF global network gives us access to world-class expertise and innovation.Why Join Us?
At City Fertility, you will be part of a progressive, people-centred organisation where compassion, respect, commitment and quality care are at the heart of everything we do.Be part of a global network with world-class fertility expertiseWork in a supportive, collaborative, and inclusive team environmentAccess ongoing professional development and career growth opportunitiesMake a meaningful difference in the lives of patients and families every day
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📌 Patient Services Administrator (Melbourne)
🏢 City Fertility
📍 Melbourne