Specialist Medical Secretary/Practice Manager
We are looking for an experienced, highly organisedMedical Secretary/Practice Managerto join our busy specialist and multidisciplinarysurgical practice.
Working alongsideDr David Martin, two GPs, a Dietitian and a Psychologist, this is a varied, hands‐on role for someone who understands what it takes to keep a busy medical practice running smoothly.
This is not simply a reception role.
We are looking for someone with a minimum of3–5 years' medical secretary/practice management experiencewho can confidently manage theend‐to‐end, day‐to‐day administration of the surgical practice, stay one step ahead and take genuine ownership of their role.
And importantly, you need to be an absoluteGenie whiz.
About the Role
Your responsibilities will include:
Managing busy practitioner diaries and appointment schedules
Coordinating patient appointments across the specialist, GPs and allied health practitioners
Managing new patient referrals and registrations
Coordinating the patient journey from initial referral and consultation through to treatment, surgery and follow‐up
Preparing and coordinatingRFAs and surgical bookings for private and public patients
Liaising with hospitals, GPs, specialists, referring practices and other healthcare providers
Managing patient enquiries via phone and email
Preparing medical correspondence, letters and documentation
Managing recalls, results, follow‐ups and outstanding patient matters
Maintaining accurate and up‐to‐date patient records
Managing Medicare billing, accounts,



receipting and payments
Monitoring incoming correspondence, referrals and documentation
Supporting consulting days and ensuring practitioners have everything they need
Following up outstanding paperwork and patient requirements
General practice administration and troubleshooting
Proactively identifying what needs to be done and seeing it through to completion
About You
We are looking for someone who canhit the ground running.
You will ideally have:
A minimum of3–5 years' experience as a Medical Secretary/Practice Manager, preferably within a specialist orsurgical practice
Advanced experience with Genie Practice Management Software
Strong knowledge of end‐to‐end specialist medical administration
Experience withsurgical bookings and hospital administration
Strong Medicare and medical billing knowledge
Experience supporting multiple practitioners
Excellent diary and appointment management skills
Exceptional organisation and attention to detail
The ability to manage competing priorities in a busy workplace
Excellent written and verbal communication skills
A warm, professional and compassionate approach to patients
Confidence communicating with doctors,



hospitals and other healthcare providers
A high level of discretion and understanding of patient confidentiality
The ability to work autonomously, show initiative and take ownership of your responsibilities
Are You a Genie Whiz?
When we sayGenie experience is essential, we mean it.
We are looking for someone who is genuinely confident using Genie as part of the everyday running of a medical practice, not someone who has had occasional or basic exposure.
If you're normally the person everyone asks when they can't work something out in Genie, we want to hear from you.
Who Will Thrive in This Role?
You are the person whokeeps everything together.
You notice when something hasn't been followed up.
You know what's happening in the diary and are able toprioritisethe essential things first.
You anticipate what the doctors and practitioners will need and make sure things don't fall through the cracks.
You'll be organised,proactive, approachable andcalmunder pressure, with the confidence to manage your workload independently while working as part of a multidisciplinary team.
Most importantly, you'll take pride in making sure patients receive a professional, caring and well‐organised experience from their first contact with the practice through to follow‐up.
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📌 Specialist Medical Secretary (Melbourne)
🏢 Dr David Martin
📍 Melbourne