Medical Secretary required for growing practice – join our team at QLD Pelvic Floor Centre!

Are you a highly organised and personable individual with a passion for providing exceptional administrative support in a dynamic medical environment?

QLD Pelvic Floor Centre, a busy and respected practice, is seeking a skilled and enthusiastic Medical Secretary to play a vital role in the smooth operation of our clinic. You will be the first point of contact for our patients and will therefore require exceptional communication and organisational skills to support our team of specialists (colorectal surgeons, gastroenterologist, urogynaecologist), nurse practitioner, pelvic floor physiotherapists, and allied health professionals.

In this role, your key responsibilities will include:

Patient Liaison:

Providing a warm and professional welcome to patients, ensuring patient records are comprehensively set-up and maintained.

Handling telephone calls with efficiency and courtesy, prioritising tasks effectively and managing all administrative tasks with a high attention to detail.

Proactively managing patient appointments (scheduling, rescheduling, confirmations via phone, email, SMS), recalls and follow-up.

Responding to patient enquiries with clarity and providing information on appointments, fees, and procedure bookings.

Administrative / Clinical Support:

Preparing patient charts and all practice and hospital correspondence in line with protocols, maintaining accuracy and confidentiality at all times.

Efficiently processing incoming and outgoing mail, faxes, and emails with meticulous attention to detail.

Managing the specialist's calendar, including consulting time, theatre lists, meetings and conferences.

Assisting with billing and invoicing, including HICAPS processing, receipting, and daily Medicare claim completion.

Identifying and resolving invoicing errors in collaboration with the Practice Manager.

Processing pathology and radiology results, ensuring appropriate filing and timely notification to specialists.

Liaising effectively with hospitals, other medical professionals, and external organisations to support patient care.

Coordinating theatre lists between all relevant parties (specialists, surgical assistant, anaesthetist, hospital staff).

Ensuring organised theatre bookings and the provision of up-to-date paperwork for all parties.

Providing patients with clear pre- and post-operative care instructions.

Diligently adhering to daily and weekly checklists, including reminder communications, waitlist management, email correspondence, recalls, and Gentu tasks.

To thrive in this role, you will bring:

Familiarity with Gentu (desirable), Medical Objects, ECLIPSE, and patient billing processes.

Proven experience (minimum 3 years preferred) in a similar role in a medical setting.

Proficiency in Microsoft Office Suite (Teams, Outlook, Word, Excel).

A solid understanding of medical terminology or the ability to learn and retain medical information quickly.

Ability to touch type with accuracy (though your role will not require typing to dictation)

Your personal attributes will include:

Outstanding organisational and time management skills; the ability to prioritise tasks and remain calm, cheerful and efficient in a fast-paced environment.

Exceptional verbal and written communication skills (including excellent spelling and grammar).

Exceptional interpersonal skills, with a focus on superior customer service.

A commitment to maintaining confidentiality and handling sensitive information with discretion.

A proactive approach to continuous self and team improvement and the ability to work both independently and collaboratively.

A solutions-focused, pragmatic mindset with effective problem-solving skills.

A professional and presentable demeanour with a strong work ethic and dedication to providing high quality support.

A friendly, empathetic, and approachable personality.

Adaptability and a willingness to meet the evolving needs of QLD Pelvic Floor Centre.

The successful candidate will be willing to work a 2-3 day week on a permanent part-time basis with capacity to cover sick leave and annual leave.

Our commitment to you:

Competitive remuneration.

A friendly, collaborative team environment that makes "work" enjoyable for all.

City fringe location – central position without the parking hassle.

A busy yet rewarding practice environment with the opportunity for personal and professional growth.

A rewarding career in medical specialist administration.

If you are a dedicated and skilled Medical Secretary looking for a rewarding career opportunity within a supportive and busy practice, we encourage you to apply NOW!

Please forward your CV with cover letter to the Practice Manager: pm@qldpfc.com.au

Interviews will be conducted as applications are received so please don’t wait until this advertisement closes as you may miss out!

For more information on QLD Pelvic Floor Centre, please check out our website: www.qldpfc.com.au