About the Role:

We are seeking a highly experienced and collaborative Senior Medical Secretary to join our busy urology clinic. This role requires a professional who excels in communication, demonstrates emotional intelligence, and thrives in a team-oriented environment. You will support a caring and supportive urologist, working closely with a team consisting of two senior medical secretaries, a practice nurse, and liaising with multiple healthcare partners.

Working Hours:

Standard hours are 8:30 AM to 5:00 PM, with some flexibility. Occasionally, start times as early as 7:00 AM or finishing as late as 6:00 PM may be required. The role also involves traveling to Macquarie University Hospital and Chatswood at least once a month.

Key Responsibilities:

- Patient Communication: Greet patients, answer phone calls, respond to emails, and address patient inquiries. Conduct routine pre-operative and post-operative calls to ensure smooth recovery, answer questions, and facilitate communication with the clinician.

- Surgical Scheduling: Organise and coordinate surgical procedures, including booking operating theatre time, preparing theatre lists, and arranging hospital admissions.

- Liaising with Hospitals and Theatres: Communicate effectively with private and public hospital and theatre staff, as well as other healthcare providers, to confirm procedure details and coordinate logistics.

- Billing and Insurance: Manage surgical billing, invoicing, and insurance claims efficiently and accurately.

- Data Entry and Record-Keeping: Enter patient information, surgical procedures, and billing data accurately into our practice management system.

- Administrative Support: Assist with correspondence, reports, and other administrative duties.

- Confidentiality: Maintain patient confidentiality and adhere to privacy policies at all times.

- Work Environment: Maintain a clean, professional, and positive working environment.

- Query Escalation: Identify and escalate complex or unresolved issues to appropriate team members or management.

Qualifications & Experience:

- Minimum of 2 years' experience as a Medical Secretary in a busy clinical or surgical setting

- Experience in any surgical specialty is required for this role

- Experience with surgical billing, bookings, and theatre coordination

- Experience with Gentu or Genie software preferred

- Outstanding communication skills—confidently liaising with hospitals, healthcare providers, patients, and families

- High emotional intelligence and professionalism

- Strong organizational skills with meticulous attention to detail

- Australian work rights are required for this position

Benefits:

- Full-time position with ongoing support and development

- Supportive and caring environment with a dedicated team

- Opportunities to work across multiple locations, with travel involved

- Make a meaningful difference in patient care

If you are a dedicated, emotionally intelligent team player with exceptional communication skills and the expertise to manage a dynamic clinical environment, we want to hear from you!