Patient Liaison Manager | Full-time or Part-time

The Patient Liaison Manager plays a vital role within The Vein Institute, overseeing the day-to-day coordination of patient care and ensuring an exceptional patient experience from initial enquiry through to treatment and follow-up. We are open to appointing the right candidate on either a full-time or part-time basis. This role also provides operational and administrative support to Spider Veins Australia (SVA), our sister clinic, helping deliver high-quality patient care while maintaining efficient clinic operations.

About The Vein Institute

The Vein Institute is Australia's leading provider of minimally invasive treatments for varicose vein disease. We offer world-class, evidence-based treatments sourced from the United States and Europe, helping patients achieve better vascular health without the need for traditional surgery.

With multiple clinics across Australia, our focus is on delivering exceptional clinical outcomes and an outstanding patient experience through innovation, expertise, and compassionate care.

Spider Veins Australia (SVA) is our sister clinic, specialising in cosmetic vein treatments. This role includes significant involvement in supporting SVA's operations and ensuring patients receive the same high standard of care across both brands.

Key Responsibilities

Patient Care & Front Desk

- Welcome patients and visitors, creating a positive and professional first impression.

- Manage front desk operations and direct enquiries to the appropriate team members.

- Respond promptly to patient enquiries via phone, email, and the clinic CRM system.

- Provide accurate information regarding consultations, procedures, treatment options, and pricing.

- Schedule appointments to maximise specialist availability and clinic efficiency.

- Coordinate patient recalls, referrals, treatment plans, and follow-up appointments.

- Maintain excellent communication throughout each patient's treatment journey.

Administration

- Maintain the Patient Management System (PMS) and ensure patient records remain accurate and up to date.





- Prepare invoices and process patient payments.

- Understand and follow Medicare billing procedures, item numbers, and rebate processes.

- Coordinate administrative requirements for doctors, nurses, and sonographers.

- Monitor outstanding accounts and assist with payment follow-up where required.

- Ensure patient confidentiality is maintained in accordance with privacy legislation and clinic policies.

- Support ongoing improvements to administrative systems and processes.

Clinic Operations

- Ensure the clinic is presented to the highest standard of cleanliness and organisation.

- Assist with maintaining smooth day-to-day clinic operations.

- Support visiting doctors by coordinating clinic schedules, travel arrangements, and administrative requirements.

- Work collaboratively with clinical and administrative teams to improve workflow efficiency and patient satisfaction.

- Assist with stock monitoring and general operational requirements as needed.

Support for Spider Veins Australia

- Provide front desk and patient liaison support across Spider Veins Australia clinics.

- Manage patient enquiries, appointment bookings, recalls, and administrative processes.

- Maintain accurate patient records and support efficient clinic workflows.

- Assist with initiatives that improve patient experience and operational performance.

Skills & Experience

The successful candidate will possess:

- Previous experience in medical reception, patient care, healthcare administration, or a similar customer-focused role.

- Exceptional organisational and time management skills.

- Strong attention to detail and accuracy.

- Excellent verbal and written communication skills.

- The ability to manage multiple priorities in a fast-paced workplace.





- High levels of professionalism, discretion, and confidentiality.

- Strong customer service skills with a genuine passion for patient care.

- Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.

- Experience using patient management systems (Best Practice/Genie/Cliniko) and CRM software (Zoho/Active Campaign) is highly regarded.

- Knowledge of Medicare billing, item numbers, and rebate processes is desirable.

- The ability to work independently while contributing positively within a collaborative team.

Work Environment

This role is primarily based across our Sydney CBD and Parramatta clinics, both conveniently located near public transport.

Travel between The Vein Institute and Spider Veins Australia locations will form part of the role. Interstate travel may also be required occasionally, depending on business requirements.

Remuneration & Benefits

- Competitive salary, well above the Health Professionals Award.

- Performance-based bonus recognising individual and team performance.

- Access to a novated lease program with tax-effective salary packaging options.

- Ongoing professional development and training opportunities.

- Clear career progression opportunities, including the potential to progress into a Practice Coordinator role for the right candidate.

- Opportunity to work alongside leading specialists in vascular and cosmetic vein treatment.

- Supportive, collaborative, and professional team culture.

- Modern clinic environments with innovative technology and streamlined systems.

Why Join The Vein Institute?

At The Vein Institute, we are committed to delivering exceptional patient care through innovation, compassion, and clinical excellence. You will become part of a dedicated team that values professionalism, continuous improvement, and outstanding service.

If you are passionate about patient care, thrive in a dynamic healthcare environment, and are looking to build a rewarding career within a growing organisation, we would love to hear from you.

📌 Medical Receptionist (Sydney)
🏢 The Vein Institute
📍 Sydney