Patient Care & Administrative Coordinator

Job Description

This is a remote position.

Schedule : 25 hours per week | Monday to Friday, 12 PM – 5 PM (Melbourne, VIC Time)

About the Practice

Join a compassionate and growing psychology practice dedicated to delivering exceptional mental health care. As the team expands its services, we’re seeking a professional who can provide both patient care and administrative support.

In this role, you’ll be the first point of contact for patients — ensuring their experience is warm, organized, and professional from the very first conversation. You’ll play a vital part in supporting daily operations, maintaining efficient workflows, and helping the practice deliver outstanding care to every patient.

About the Role

This role blends patient coordination, healthcare administration, and customer service. You’ll manage communication across multiple channels, oversee appointment scheduling, and maintain accurate patient records — all while providing empathetic, patient-focused support.

As the practice continues to grow into allied health services, this position offers opportunities to expand your responsibilities and contribute to process improvements within a supportive and values-driven team.

Key Responsibilities

• Manage incoming phone calls and emails, ensuring timely, professional, and compassionate communication with patients and healthcare partners.
• Coordinate patient appointments, confirmations, cancellations, and rebookings across multiple platforms.
• Proactively follow up on pending patient actions and ensure no communication or task is left unresolved.
• Collect, verify, and process patient details — including credit card information, Medicare documentation, and other required forms.
• Follow up on outstanding invoices with professionalism, maintaining sensitivity and discretion.
• Maintain and update patient files in compliance with healthcare privacy and confidentiality standards.
• Identify and resolve missing or incomplete patient information in coordination with clinical and administrative staff.
• Support the practice’s operational efficiency by managing administrative workflows and tracking key tasks to completion.
• Collaborate with the practice owner and manager to improve systems, tools, and administrative processes.
• Adapt to evolving technologies, procedures, and practice needs as the organization grows.

Requirements

Benefits

Independent Contractor Perks

ZR_29362_JOB

Requirements

Proven experience as a Medical Receptionist, Administrative Assistant, or similar role in a healthcare or psychology setting. Exceptional written and verbal English communication skills — professional, empathetic, and adaptable in tone. Demonstrated ability to handle a high volume of patient communication (approximately 30+ emails daily). Excellent organizational and multitasking skills, with the ability to manage priorities in a dynamic environment. Proficiency in Google Workspace and familiarity with healthcare management platforms (e.g., Halaxy, Cliniko, or similar). Strong attention to detail and commitment to maintaining patient confidentiality and data security. Self-motivated and capable of working independently while collaborating effectively with the broader team. Empathetic, patient-centered approach with a genuine interest in supporting mental health services. Knowledge of Australian Medicare and healthcare billing processes is highly regarded.