Join Our Team as a Medical Secretary/Practice Manager
South by Southwest Specialists - Hurstville & Gledswood Hills
Are you looking for a rewarding career in healthcare administration? Do you have the skills and experience to manage and oversee the operations of two busy specialists clinics? Do you want to work with a team of highly qualified and compassionate professionals who are dedicated to providing exceptional patient-centred care? If you answered yes to these questions, then we have the perfect opportunity for you!
Who We Are
South by Southwest Specialists is a leading specialist clinic that seeks to improve the health of our community. We offer a range of services across various specialties, including rheumatology, endocrinology and geriatric and general medicine. We have two modern and well-equipped boutique clinics located in Hurstville and Gledswood Hills, where we serve a diverse and growing patient population. Our mission is to deliver excellence and compassion in everything we do, from diagnosis to treatment to follow-up care.
What We Are Looking For
We are looking for a dynamic and organised individual to join our team as a Medical Secretary/Practice Manager. This is a full-time position that will require you to work across both our clinic sites as needed. You will be responsible for:
Managing and overseeing all day-to-day administrative tasks, such as scheduling appointments, answering phone calls, processing referrals, billing, and maintaining records.
Managing and training our administrative team, ensuring they provide high-quality customer service and adhere to policies and procedures.
Implementing and updating policies and procedures to ensure compliance with relevant regulations and standards.
Onboarding new specialists and ensuring they have the necessary equipment, software, and support to operate smoothly.
Implementing and executing tailored marketing strategies to promote our clinic and attract new patients and referrals.
Responsibilities:
Manage the day-to-day administrative operations of the clinic, including scheduling appointments, calendars, billing, and managing patient flow to ensure efficient service delivery.
Oversee inventory management and ordering of office supplies, ensuring adequate stock levels at both sites.
Collaborate with internal and external healthcare providers, staff and vendors to optimize clinic workflows and enhance patient care experiences.
Maintain electronic health records (EHR) and ensure compliance with patient privacy regulations (Australian Privacy Principles).
Coordinate recruitment, training, supervision and mentoring of administrative staff.
Provide leadership and supervision to all clinic staff, including delegation of tasks, performance management, and fostering a positive work environment.
Handle insurance claims processing and liaise with third party insurance companies to resolve billing issues.
Manage the submission of Pharmaceutical Benefits Scheme (PBS) and Provider Digital Access (PRODA) uploads, ensuring accuracy and compliance with regulatory requirements.
Develop and maintain staff schedules and rosters, ensuring adequate coverage and compliance with employment regulations.
Ensure adherence to clinic policies and procedures, including WHS, infection control protocols, and patient-centred care standards.
Manage onboarding of new practitioners and develop marketing materials and strategies to attract new specialists to the clinic, promoting its services and benefits.
Prepare and present quarterly reports for board meetings, including relevant and requested metrics and performance indicators.
What You Need
To be successful in this role, you will need:
Previous experience in a medical office setting, preferably in a management role.
Proficiency in medical terminology and understanding of healthcare administrative processes.
Strong communication skills, both verbal and written, with the ability to interact effectively with patients and staff.
Excellent organisational abilities and attention to detail, with the capacity to prioritize tasks efficiently.
Proficiency in computer applications, such as Microsoft Office, Outlook, and medical software.
Flexibility to work across two clinic sites as required.
Knowledge of medical billing practices and insurance procedures is an asset.
Certificate IV in practice/business/medical administration or Diploma in Practice Management or equivalent qualification will be considered favourably.
What You Get
By joining our team, you will get:
A competitive salary package.
A supportive and collaborative work environment.
A chance to work with a team of highly qualified and compassionate specialists and staff.
An opportunity to grow and develop your skills and career in healthcare administration.
A rewarding and fulfilling role that makes a difference in the lives of our patients and community.
If you are interested in this exciting opportunity, please send your resume and cover letter to
[email protected]. We thank all applicants for their interest, but only those selected for an interview will be contacted. We look forward to hearing from you!
Job Type: Full-time
Salary: $46,811.43 – $84,278.64 per year
Certificate I - IV (Preferred)
Practice management: 1 year (Preferred)
Medical receptionist: 1 year (Preferred)
Working with Children Check (Preferred)
National Police Certificate (Preferred)
First Aid Certificate (Preferred)
Expected Start Date: ASAP
