Medical Secretary

Join Our Team at MindBodyPainSpecialists

Location: Heidelberg, Melbourne

About Us: MindBodyPainSpecialists is a specialist pain management practice based in Melbourne’s north-eastern suburbs. We recognise that every person’s experience of pain is different, which is why we provide timely, comprehensive and individualised care at every stage of the pain journey. Our specialists combine pain education, allied health support, conservative therapies and interventional treatments to develop practical, personalised management plans. We work closely with patients, their families and other healthcare professionals, with a shared focus on improving function, wellbeing and quality of life.

The Opportunity: We are seeking a compassionate, capable and highly organised medical secretary to join our team. Reporting to the Practice Manager, you will play an important role in coordinating patient bookings, managing billing processes and supporting the day-to-day operation of the practice. As a key point of contact for our patients, you will help ensure that every interaction with MindBodyPainSpecialists is welcoming, efficient and supportive.

Key Details:

• Type: Part-time - 2 days per week - Mondays & Fridays.

• Start and finish times can be negotiated.

• Duration: Ongoing

• Availability: Flexibility to cover for annual and sick leaves as needed.

Your Role:

As a vital member of our team, you will:

• Provide a warm, welcoming and supportive first point of contact for patients.

• Respond to telephone and email enquiries with empathy, professionalism and efficiency.

• Coordinate consultation appointments, theatre lists and hospital bookings.

• Prepare accurate procedure quotes and communicate costs clearly to patients.

• Manage billing for outpatient consultations, theatre procedures and inpatient care.

• Coordinate patient follow-ups and recalls, ensuring communication is timely and seamless.

• Liaise with hospitals, medical practitioners, health insurers and other healthcare providers.

• Verify Medicare and private health insurance details.

• Maintain accurate patient records while upholding the highest standards of confidentiality and privacy.Maintain meticulous patient records, confidentiality, and privacy standards

About You:

You are a warm, professional and experienced medical secretary with exceptional organisational skills and meticulous attention to detail. You can confidently manage multiple priorities, work autonomously and use your initiative, while also contributing positively as part of a close-knit team. You will bring:

• Proven experience in a medical secretarial, reception or administrative role.

• A sound understanding of private patient billing, Medicare and private health insurance requirements.

• Excellent communication, organisational, multitasking and time-management skills.

• A compassionate and professional approach to supporting patients.

• Confidence using practice management systems and learning new processes.

• Experience using Genie Solutions software, which will be highly regarded.

Join Us:

If you are passionate about delivering exceptional patient care and would like to make a meaningful difference in the lives of people living with pain, we would love to hear from you. Please apply through SEEK with your CV and a concise cover letter outlining your relevant experience and why you would be a great fit for the MindBodyPainSpecialists team.

We look forward to welcoming you to MindBodyPainSpecialists and making a positive impact together.

Application Questions:

• Which medical practice management software are you experienced with?

• Do you have the right to work in Australia?

• How many years of experience do you have in a Medical Administration role?