Position Overview

The Support Services Administration Officer provides high-quality administrative and clerical support to ensure the smooth and efficient operation of the cardiology specialist clinic. This role is essential to the coordination of patient services, communication between healthcare professionals, and the maintenance of accurate and confidential records. The position requires strong organisational skills, attention to detail, and a patient-centred approach.

Key Responsibilities

1. Patient Reception & Coordination

Greet patients and visitors in a courteous and professional manner.

Schedule, confirm, and manage appointments for cardiologists and diagnostic services.

Register new patients, update existing records, and verify referral information.

Provide clear instructions regarding procedures and preparation for tests.

2. Administrative Support

Maintain accurate and confidential patient records using clinical management systems.

Coordinate communication between cardiologists, GPs, hospitals, and other specialists.

3. Billing & Financial Processes

Process billing for consultations and diagnostic procedures (Medicare, DVA, private).

Manage EFTPOS payments, issue receipts, and reconcile daily financials.

Support quoting and invoicing processes as needed for out-of-pocket services.

4. Operational & Clinic Support

Maintain a clean, organised, and welcoming reception and waiting area.

Manage calendars and consulting room bookings for multiple cardiologists.

5. Compliance & Quality Assurance

Ensure confidentiality and compliance with privacy legislation and clinical protocols.

Support accreditation processes and participate in audits when required.

Assist with continuous improvement initiatives and contribute to team meetings.

Key Selection Criteria

Proven experience in a medical administration ideally in a specialist clinic setting.

Knowledge of cardiology terminology and diagnostic processes (desirable).

Strong customer service skills and the ability to handle sensitive patient information.

Proficiency in medical software (e.g. Healthtrack (ideally).

Excellent organisational, time management, and communication skills.

Ability to work effectively both independently and as part of a multidisciplinary team.

Understanding of Medicare billing processes and confidentiality requirements.

Qualifications & Experience

Minimum 1–2 years in a healthcare administration role, preferably in a specialist setting.

Experience in cardiology or allied health environments highly regarded.