994 – Part-Time Medical Secretary – WFH/Ballina

Part-Time Medical Secretary

  • Start-up – Orthopaedic Surgeon – WFH and onsite (once established, consulting only)
  • Role with growth –Xestro – pivotal role – Ballina
  • Commencement early August – 3 days per week (likely to increase in time)

Would you like a pivotal role in setting up a new practice with our delightful Surgeon? Do you enjoy using your current skill set to be their gatekeeper and go-to staff member? Then please apply.

Our Orthopaedic Surgeon who specialises in Hip and Knees/Sports Medicine has an exceptional career opportunity for a dedicated and skilled individual to join our medical practice as a Part-Time Medical Secretary.

About Us:

We are a new medical practice led by our Orthopaedic Surgeon, situated in the Ballina area. Our primary focus is on delivering a seamless healthcare journey for our patients in need. Our Practice is currently expanding our team and is looking for an enthusiastic individual to play a pivotal role in our practice’s success.

Our practice benefits from convenient WFH options. Initially, this role will be fully WFH and as the practice grows you will be required to attend consulting sessions on site (Ballina).  You will be supplied with a laptop to assist you in this role. WFH options will continue to apply outside of newly implemented consulting sessions (with mutual agreement).

About You:

As a warm, engaging, empathetic, skilled and most importantly customer serviced based Medical Secretary, you have the opportunity to grow with our practice. This position would suit someone who is quietly confident, experienced, self-motivated, customer service-oriented and warm nature, and who is eager to contribute to our new paperless practice. Your role will be integral to setting up efficient systems and processes, ensuring optimal practice performance and exceptional patient care (this cannot be overstated).

You will be a true gatekeeper, organising our Surgeon, so he can concentrate on what he does best.  You love to tick all the boxes but understand the need for flexibility to ensure we provide a great service for our patients.

Key Qualifications and Attributes:

  • Demonstrated experience using Xestro or similar medical software programs.
  • Outstanding communication skills coupled with a positive, proactive attitude.
  • Previous experience in a Specialist Medical Practice is mandatory (Surgical viewed highly).
  • Professional demeanour with empathetic and warm customer service and attention to detail.
  • Ability to work both independently and collaboratively, demonstrating strong leadership qualities.
  • Experience with Theatre Booking, Quoting and Billing, including AMA rates, Gap and Known Gap fees – Training can be provided for the right candidate.
  • Proficiency in troubleshooting and IT-related tasks.
  • Ability to excel under pressure, while effectively managing multiple tasks.
  • Handling dispute resolutions with patients (minimal)


  • Lead the development and implementation of new practice systems and processes – this is your project!
  • Manage consultation sessions (including consultant billing) and warmly greet patients.
  • Managing inbox, email, website, efax etc.
  • Provide exceptional customer service through effective phone/email communication and patient interactions.
  • Managing patient records including uploading reports/tests/referrals
  • Coordinate patient appointments and manage scheduling.
  • Perform general administrative tasks, such as scanning, faxing, sorting mail, and managing patient inquiries.
  • Support Surgeon with various administrative and ad-hoc tasks.
  • Exhibit flexibility and dedication to accommodate Specialist and practice needs.

Working Hours/days:

Monday to Wednesday (to be negotiated)

8:30am – 5:00pm (with a 30-minute unpaid lunch break). These days may increase/change in the future, with mutual agreement)

The successful applicant is required to have full working rights in Australia and will be asked for relevant documentation during the recruitment process. Please note that a Vevo Check to verify your Australian Working Rights will be undertaken and is part of the application process for this role.

If you are a dedicated professional with the required skills and experience, we encourage you to take advantage of this exciting opportunity. To express your interest, please submit your resume and a cover letter, referencing Ref: 994. We look forward to reviewing your application.

To apply for this job please visit roomswithstyle.com.au.

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