Job Description – Medical Receptionist

Specialist Paediatric, Diabetes & Allergy Practice – Victoria
Reports to: Practice Manager / Principal Paediatrician
Location: Geelong, Victoria
Employment Type: Full-Time or Part-Time
Award: Health Professionals and Support Services Award (2020) – AMA endorsed

Position Overview

The Medical Receptionist provides professional and compassionate front-line support to children, young people, and families attending the paediatric, diabetes, and allergy clinic.

As part of a small, multidisciplinary team, the receptionist coordinates appointments, records, billing, and communication, ensuring the delivery of safe, family-centred care aligned with AMA, ISPAD, RACP, and Victorian Child Safe Standards.

Key Responsibilities

Front-of-House & Patient Liaison

Welcome and assist families in a caring, child-friendly manner.

Manage telephone, email, and in-person enquiries with professionalism and discretion.

Coordinate check-in/check-out, confirm Medicare and referral details, and update records.

Provide information to families about appointments, forms, and preparation requirements.

Triage urgent calls (e.g. unwell child, diabetes or allergy concerns) to clinical staff as per protocol.

Appointment Management

Maintain and coordinate bookings for specialist, telehealth, outreach, and multidisciplinary clinics.

Manage waitlists to optimise patient flow.

Liaise with hospitals, laboratories, and device suppliers (CGM/pump companies) to support integrated care.

Assist with scheduling for APS Diabetes and Allergy workshops.

Medical Records & Correspondence

Ensure referrals, care plans, and test results are available for consultations.

Prepare letters and reports for GPs, schools, and hospitals.

Maintain accurate, secure medical records in compliance with the Health Records Act 2001 (Vic) and Privacy Act 1988 (Cth).

Support clinicians with clinic setup and documentation.

Billing & Financial Administration

Process payments, issue receipts, and reconcile daily takings.

Manage Medicare Online billing, batching, and item verification.

Assist with billing for care plans (GPMP/TCA) and specialist items (132/133).

Provide fee information clearly and respectfully; manage overdue accounts sensitively.

Administration, Quality & Compliance

Maintain confidentiality and uphold Child Safe and WorkSafe Victoria standards.

Support compliance with workplace safety, infection control, and accreditation requirements.

Ensure a tidy, safe, and welcoming reception area.

Promote a collaborative, inclusive, and professional team culture.

Conditions of Employment

Employment and classification under the Health Professionals and Support Services Award (2020) Level 3

Hours of work with flexibility for clinics and outreach sessions.

Adherence to all workplace safety, privacy, and child-protection policies.

Performance Indicators

Positive patient and family feedback.