Full Time or Part Time
We provide our practitioners full-service administrative support which requires our administrative team to enjoy a faced-paced and busy environment, whilst focusing on maintaining high-levels of attention to detail and professionalism.
We are looking for an experienced, professional administrator with a high level of attention to detail to join our team, Part time / Casual.
Primary Duties:
- Book, amend, and cancel patient appointments in keeping with company guidelines and/or policies
- Update practitioner calendars and schedule online meetings
- Ensure client details are up-to-date in the database
- Process payments, process Medicare rebates, process private health claims and issue invoices and/or receipts ensuring item numbers are correct depending on the transaction type
- Liaise with GPs, Medicare, other health professionals, and their staff
General Duties:
- Answer, screen and/or forward all incoming phone calls in a timely, courteous, and professional manner
- Maintain client and practice confidentiality at all times
- Receive and convey written, verbal and electronic messages promptly, professionally, accurately, and completely
- Greet, welcome and attend to clients and guests as soon as they arrive
- Assist clients and guests with mobility, literacy, language and comprehension difficulties
- Handle cash, EFTPOS and other transactions in keeping with company guidelines and/or policies
- Maintain accurate financial records including petty cash, expenditure, reconciliations and requests for reimbursement
- Follow up on overdue accounts
- Scan, process and file documents
- Prepare and send outgoing correspondence, including faxes, emails and letters
- Ensure the reception area, and all associated administration and/or entry areas, are tidy and presentable, with all necessary stationery and materials organised
- Prepare any required or requested materials, including client forms and psychometric assessments
- Ensure the practice building, and all practice rooms are clean, tidy and accessible
- Maintain office and records security by following confidentiality procedures and controlling access via the reception desk
- Maintain practice dress standards
- Receive, sort and distribute daily mail and/or deliveries
- Follow opening and closing procedures
- Ensure equipment is switched off, windows closed, alarms on and building is secure at end of day
- Monitor stationery and/or clinical supplies and place orders as required or directed, maintaining a working supply at all times
- Participate in meetings, staff training and development, and performance reviews
- Assist in the induction of all new staff with regards to administrative processes
- Perform other administrative duties as directed by the company director(s)
Safety & culture:
- Exercise duty of care including adhering to practice governance processes and standards
- Ensure practice building(s) and workspace(s) are conducive to a safe and practical work environment, adhering to Work Safe legislation
- Follow company policy and procedure playbooks/guidelines, and assist company director(s)/supervisors to identify, establish, improve and maintain administrative processes
- Record and report incidents and near misses in-line with company safety policy and NSW Work Safe legislation
- Participate in ongoing professional development
- Actively contribute to the development of a culture consistent with the values of the company
Requirements
Essential:
The successful applicant will have:
- Exceptional attention to detail with the ability to multi-task.
- The ability to maintain a high level of courtesy, professionalism, confidentiality, and discretion at all times.
- Reliable and punctual.
- Excellent interpersonal skills, with the ability to work with a broad range of people from a variety of backgrounds and experiences.
- Excellent written communication skills.
- Excellent organisational, multitasking and time-management skills, with the ability to prioritise and manage multiple and competing work tasks, and deliver to agreed deadlines is a MUST. This can turn to a very busy role on certain days and times.
- Adaptability and flexibility to changing work environments and requirements
- Strong computer literacy
- A strong customer service focus and attitude
- The ability to work independently with limited supervision
- The ability to work productively and collaboratively within a broader team environment
- Previous experience in a reception or administrative role
Desirable:
The successful applicant will ideally also have:
- Previous experience using Medical Centre Software (Best Practice)
- Previous experience in a medical reception position
- Previous experience with Medicare billing
- A working knowledge of Medicare and other health billing systems
- A broad understanding of the mental health service system in Australia
- An understanding or experience in general practice accreditation and standards
Compliance:
The successful applicant must also:
- Maintain a current check for working with young people, as per the relevant state legislation
- Maintain a current First-Aid and CPR Certification
- Maintain Medical Hygiene Certification
- Maintain Cold Chain certification
- Undergo a current and satisfactory criminal record screening
- Maintain eligibility to work in Australia
- Participate in a probationary period
To discuss the position or apply, please get in touch with the practice manager on (02) 4331 2730.