Job Overview

We're seeking an empathetic, highly organized Executive Assistant with prior medical administration experience to serve as the operational backbone for a busy medical practitioner. Reporting directly to the Medical Doctor and Healthcare Practice Consultant, you will take ownership of patient communications, practice software administration (Zanda), appointment scheduling, and bulk-bill Medicare claims reconciliation. Additionally, you will coordinate external skin check clinics at aged care facilities, manage digital media accounts, and oversee daily administrative workflows to ensure seamless clinical operations.

Client Overview

Our client is a specialized healthcare consulting firm in Western Australia providing practice startup, operational management, and business development solutions for medical practitioners—including GPs, psychologists, speech pathologists, and occupational therapists across Australia. They are onboarding a dedicated, full-time remote Executive Assistant to directly support a high-volume medical doctor operating across multiple clinic sites and external aged care facilities.

Schedule: Monday - Friday, 8:00 AM - 5:00 PM AWST, with 1 hour unpaid break (40 work hours per week)

Responsibilities

• Manage all inbound practice telephone inquiries, delivering warm, professional, and empathetic patient support.
• Oversee patient appointment booking, cancellations, reschedules, and consultation reminders using Zanda medical software.
• Process bulk-bill payment submissions to Medicare and reconcile claims to ensure accurate, timely reimbursement processing.
• Maintain strict adherence to medical privacy regulations, health data governance, and Australian patient confidentiality standards.
• Coordinate off-site skin check clinic sessions at aged care facilities, managing logistics, venue correspondence, patient sign-up rosters, and client lists.
• Design promotional materials, sign-up sheets, and patient intake forms for mobile clinic visits.
• Create and schedule 2–3 social media posts weekly across healthcare channels to maintain the practitioner’s digital presence.
• Monitor practice website functionality, ensuring digital booking portals and contact forms remain fully operational.

Requirements

• Healthcare & Medical Administration Experience: 2–3+ years of administrative experience working within a GP clinic, specialist practice, allied health firm, or medical consulting environment.
• Clinical Scheduling & Medicare Billing Competency: Practical experience managing medical practice software, appointment calendars, and Medicare bulk-billing claims reconciliation.
• Aged Care / External Clinic Coordination: Proven ability to manage multi-point logistics, external venue communications, and patient registration rosters.
• Patient-Centric Phone Communication: Exceptional spoken and written English skills with a calm, clear, and reassuring telephone manner suitable for patient interactions.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.