Job Overview:

The Receptionist at the Melbourne Headache Centre serves as the first point of contact for patients and visitors, ensuring a warm, welcoming and efficient environment. This role requires excellent customer service skills, attention to detail, and the ability to manage multiple tasks in a fast-paced medical setting. The Receptionist will handle patient inquiries, appointments, and administrative duties, contributing to the smooth operation of the clinic.

Key Responsibilities:

Patient Interaction:

Greet patients and visitors warmly and professionally.

Answer phone calls, respond to inquiries, and provide information about clinic services.

Schedule, confirm, and manage patient appointments using the clinic’s scheduling software.

Assist patients with the completion of necessary forms and documentation.

Ensure patient confidentiality.

Administrative Duties:

Maintain an organised and clean reception area.

Manage patient records, both electronic and paper, ensuring accuracy and confidentiality.

Process patient check-ins and check-outs efficiently.

Collect co-pays, process payments, and issue receipts.

Coordinate with practitioners to ensure timely patient flow and optimal scheduling.

Handle incoming and outgoing mail, faxes and deliveries.

Communication:

Liaise between patients, practitioners, and other staff to relay important information.

Communicate any scheduling changes or delays to patients promptly.

Address and resolve patient concerns or escalate issues to the appropriate personnel.

Support Functions:

Assist with administrative tasks such as data entry, and inventory management.

Support the clinic manager with special projects and tasks as needed.

Qualifications:

Education:

A high school diploma or equivalent is preferred. .

Additional coursework or certification in office administration or medical office management is a plus.

Experience:

Previous experience as a Receptionist or in a similar customer service role, preferably in an allied health setting.

Familiarity with medical terminology and healthcare practices is advantageous.

Skills:

Excellent verbal and written communication skills.

Proficient in using office equipment and computer software (e.g., Google Docs, Nookal Practice Management Software or other online diary software).

Strong organisational skills and attention to detail.

Ability to multitask and handle stressful situations calmly and efficiently.

Compassionate and patient-focused attitude.

Working Conditions:

The role requires prolonged periods of sitting, standing, and walking.

About the Melbourne Headache Centre:

Established in 2012, the Melbourne Headache Centre is a highly specialised physiotherapy treatment facility dedicated to the assessment and treatment of the upper cervical spine as it relates to many conditions including:

Headache disorders; tension type headache, migraine with/without aura, cluster headache

Dizziness disorders; vestibular migraine, persistent postural-perceptual dizziness, disequilibrium, motion sensitivity

Gastrointestinal disorders; cyclic vomiting syndrome, chronic nausea and vomiting syndrome, irritable bowel syndrome

Dysautonomia including POTS, thoracic and jugular outlet syndromes

Post traumatic conditions; post traumatic headache, persistent post concussion symptoms

The model of care focuses heavily on the Watson Headache® Approach.

For the past 5 years the Melbourne Headache Centre has become involved in research collaborating with the University of South Australia and physiotherapist Dr Dean Watson (PhD) to produce the first clinical research into manual cervical therapy and vestibular migraine. Further research collaborations have helped establish the Melbourne Headache Centre as an industry leader, drawing clients from every state and territory within Australia, and from New Zealand, United Kingdom, Hong Kong, Thailand and the USA.

The Melbourne Headache Centre was established in 2012 and we are a mixed modality clinic comprising Physiotherapists and Nutritionists who come to work everyday knowing that we are potentially going to change the life of someone with a chronic problem. That is a truly wonderful feeling.

Knowing that we might help someone get through school, go to work, or just be a vibrant family and community member without the burden of a chronic and disabling condition, or having reliance on medications is our clinic's reason for being.