About the role

This is a medical secretary / administration role providing reception and patient services, appointment management, theater bookings and billings as well as administrative support within a multidisciplinary healthcare practice. You will be the first point of contact for patients, managing incoming calls and enquiries, scheduling appointments, maintaining accurate patient records, processing medical referrals and correspondence, assisting with billing and payments, and supporting doctors and clinical teams to ensure efficient daily operations.

Key responsibilities

- Welcome patients, manage incoming calls and emails, respond to enquiries and provide a qualified, friendly first point of contact

- Schedule, confirm, reschedule and coordinate appointments, consultations and follow-up visits

- Maintain accurate patient records, update databases, manage electronic correspondence and ensure documentation is filed appropriately

- Process medical referrals, specialist letters, reports, test results and other clinical correspondence in a timely manner

- Assist with patient billing, invoicing, payment processing, Medicare or private health fund claims, as applicable to the practice

- Provide administrative assistance to medical practitioners / specialists, coordinate schedules and help ensure daily clinical operations run efficiently





- Handle sensitive or confidential enquiries with empathy, professionalism and discretion, escalating clinical questions to the appropriate clinician

- Follow privacy legislation, workplace policies, infection prevention procedures where applicable, and relevant healthcare administrative standards

- Identify opportunities to improve administrative processes, patient experience and overall practice efficiency

About you

- Experience using Gentu or Best Practice

- Previous experience in a medical secretary, medical receptionist or healthcare administration role

- Strong verbal and written communication skills

- Excellent attention to detail and a high level of accuracy

- Good computer literacy and confidence using email, electronic records and office software

- Experience with appointment scheduling (outpatient and in patient), patient administration and medical correspondence
- A sound understanding of patient confidentiality, privacy and the appropriate handling of sensitive information

- Strong time-management skills and the ability to multitask in a fast-paced environment
- A professional, respectful and empathetic approach to patient care
- The ability to work effectively both independently and as part of a team

📌 Medical Secretary (Cottesloe)
🏢 Soleil Health
📍 Cottesloe