Medical Administration / Billing, Inbox & Practice Support

Job Description

Set-up and Location: ONSITE| Ortigas

Work Schedule: 9:00 AM - 6:00 PM AEST Sydney | 7:00 AM - 4:00 PM Manila time

Employment Type: Full Time

Ready to do work that actually excites you?

We are seeking an experienced Medical Practice Administrator to support the day-to-day administrative, billing, financial, and practice-development functions of a busy psychiatric practice in Australia. The role will work closely with psychiatrists and the wider administration team to ensure patient administration, billing, correspondence, referrals, and follow-ups are handled accurately and efficiently. The ideal candidate will have experience in Australian medical administration and billing, with exposure to systems such as Gentu, Genie, Halaxy, Cliniko, Best Practice, or MedicalDirector. Experience with Medicare, DVA, WorkCover, specialist referrals, and private medical billing will be highly regarded.

What You’ll Do

You’ll be the kind of person who

• Monitor and manage the clinic's main email inbox, categorising and actioning routine administrative enquiries.
  
• Forward clinical correspondence and patient matters to the appropriate psychiatrist for review.
  
• Monitor and follow up outstanding administrative and doctor task-list items.
  
• Process invoices, payments, Medicare billing, DVA billing and reconciliation, WorkCover invoicing, and third-party billing.
  
• Monitor unpaid accounts and follow up outstanding invoices where appropriate.
  
• Identify rejected or unpaid Medicare, DVA, and WorkCover claims and assist with reconciliation.
  
• Prepare information for financial reporting and maintain accurate administrative records.
  
• File correspondence and documentation appropriately within the practice-management system.
  
• Process medical record and administrative document requests in accordance with clinic procedures and patient consent requirements.
  
• Coordinate report requests and maintain registers of outstanding reports and forms.
  
• Assist with referrals and provide telephone/reception support during busy periods or staff absences.
  
• Provide administrative backup to the primary practice administrator as required.
  
• Maintain DVA and WorkCover records and related documentation.
  
• Support the psychiatrists with individual administrative task lists and ensure matters are directed to the appropriate doctor.
  
• Assist with GP and referral-source outreach, including maintaining contact lists and sending approved clinic information.
  
• Maintain referral-source records and an outreach activity register.
  
• Assist with approved outreach to GP practices and veteran/DVA services
  

Requirements

What You Bring

We’re looking for someone with:

• Previous experience in Australian medical practice administration.
  
• Strong understanding of Australian Medicare, DVA, WorkCover, and private medical billing.
  
• Experience with an Australian medical practice-management system such as Gentu, Genie, Halaxy, Cliniko, Best Practice, or MedicalDirector.
  
• Gentu experience is highly desirable, with the ability to learn the system quickly if coming from another practice-management platform.
  
• Experience with Australian specialist medical referrals and medical records administration.
  
• Strong administrative, organisational, and follow-up skills.
  
• High level of accuracy when processing billing, financial, and patient documentation.
  
• Strong written and verbal communication skills.
  
• Proficiency with Microsoft Outlook and Microsoft Teams.
  
• Ability to manage confidential patient information with professionalism and discretion.
  
• Ability to work independently while collaborating effectively with doctors and the wider administration team.
  
• Previous experience in psychiatry, psychology, specialist medicine, or mental-health services would be highly advantageous.
  

Important Clinical Escalation Requirement

As this is a psychiatric practice, the successful candidate must understand the boundaries between administrative and clinical responsibilities.

The administrator will not provide clinical advice or make clinical decisions. Any clinical concern, medication-related decision, or matter involving potential patient risk must be accurately documented and immediately escalated to the appropriate psychiatrist or nominated clinical contact in accordance with clinic procedures.

Experience handling sensitive patient enquiries professionally and recognising when an issue requires urgent escalation is therefore essential.

Benefits

• HMO, Dental, and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents).
  
• Paid Leaves: Birthday, Vacation, Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary).
  
• Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more!.
  

Requirements
Previous experience in Australian medical practice administration. Strong understanding of Australian Medicare, DVA, WorkCover, and private medical billing. Experience with an Australian medical practice-management system such as Gentu, Genie, Halaxy, Cliniko, Best Practice, or MedicalDirector. Gentu experience is highly desirable, with the ability to learn the system quickly if coming from another practice-management platform. Experience with Australian specialist medical referrals and medical records administration. Strong administrative, organisational, and follow-up skills. High level of accuracy when processing billing, financial, and patient documentation. Strong written and verbal communication skills. Proficiency with Microsoft Outlook and Microsoft Teams. Ability to manage confidential patient information with professionalism and discretion. Ability to work independently while collaborating effectively with doctors and the wider administration team. Previous experience in psychiatry, psychology, specialist medicine, or mental-health services would be highly advantageous.