About Kalix

At Kalix, we believe Together is Better. We are a fast-growing healthcare collective delivering exceptional, specialist-led care across a range of fields. Our model brings together a network of passionate clinicians and dedicated support staff who value innovation, and a premium patient-centred service.

We’re looking for a detail-oriented and personable Medical Secretary to support our clinicians, patients, and day-to-day operations. This role offers rich exposure to a variety of subspecialties, providing meaningful opportunities to learn and grow. For the right candidate, there is scope to step into more senior or advanced roles.

About the Role

This is a key front-line position that combines administrative responsibility with meaningful patient interaction. You’ll work closely with our team of specialists to ensure a seamless, professional experience for patients—supporting them from their initial contact through to follow-up care and everything in between.

This role is primarily based at our Bella Vista location but may also involve working across other Kalix sites in Sydney as needed—offering variety and the chance to engage with our broader clinical network.

Key Responsibilities:

Efficient management of all patient data, appointments, procedures, clinical files, correspondence and accounts

Scheduling and management of patient bookings on practice software (Xestro), including appointment bookings across multiple sites

Manage phone calls and phone enquiries

Updating records, scanning and importing medical records

Co-ordination of clinics (including telehealth) with preparation of patient files, investigation results, and consultation documents to ensure efficient clinic utilisation time.

Co-ordination of surgical theatre lists and hospital admissions

Management of patient invoicing and receipting of consultations (Medicare, DVA, Workers Compensation) as well as invoicing of surgical procedures

Drafting and sending professional correspondence to referring practitioners

Managing incoming referrals and secure messaging via HealthLink, eFax and email.

Following up on missed appointments and coordinating patient recalls

Ensure all systems, processes and procedures are working efficiently and effectively

What We’re Looking For:

Previous experience in a medical administration or secretarial role (specialist rooms preferred), including an understanding of Medicare and Health Fund billing, is desirable, but not essential

Effective customer-centric communicator over phone and in person

Proficiency in medical software (e.g., Xestro, Gentu, Clinic to Cloud, or similar) or eagerness to learn

Experience in billing processes or similar

Strong organisational and multitasking skills

A polished, professional, and warm manner with patients and staff

Attention to detail and initiative

Have your own reliable transport (preferred)

Why Join Kalix?

Work alongside a respected, subspecialist-led team dedicated to innovation, collaboration, and elevating the patient experience

Contribute to shaping a new, integrated model of high-quality outpatient healthcare

Be part of the Kalix ‘brain trust’—a forward-thinking team where you’ll engage with leaders across multiple disciplines

Enjoy genuine opportunities for growth, with potential to step into practice management or other advanced roles as the clinic expands

Ready to Join the Kalix Team?

If you’re passionate about patient care and want to be part of something meaningful, we’d love to hear from you!

Interested applications should send an email, including their resume and details of referees, to Dr. Ross Calopedos on [email protected]