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Medical Secretary & Reception

Virtual Specialists Medical Administration - Coburg, VIC

Health, Medical & Pharmaceutical
Source: uWorkin

Source: uWorkin



  • Medical Secretary
  • Full time: 4-5 days a week
  • Orthopaedic Surgeons - Coburg

Our team of medical professionals is seeking an experienced and enthusiastic secretary. The successful candidate will be a motivated team player who is reliable & honest. 

The Role

A wonderful opportunity exists for a medical secretary to join a growing dynamic team of medical professionals and practice support staff. 

The successful candidate will be responsible for all aspects of admin, including:

  • Genie/Gentu, coreplus or similar medical booking systems
  • Theatre bookings & billing
  • Phone based customer service
  • Reception duties

Selection Criteria

  • Genie/Gentu Cloud or CorePlus experience essential
  • Theatre booking & Billing 
  • Excellent personal communication skills with an ability to relate to people at different levels and from different backgrounds.
  • Excellent organisational and attention to detail skills.
  • Experience in using office systems such as filing, petty cash and banking.
  • Moderate level of word processing skills.
  • Ability to learn new medical software
  • Ability to adapt to the dynamic changes of a modern multi-practice medical workplace
  • Reliable & honest

Duties and Responsibilities

Each doctor has an individually tailored experience with various levels of booking and administration requirements. Familiarisation of each doctor’s procedures including communication, appointment booking and billing requirements, is fundamental to the functioning of our centre.


  • Exercise confidentiality in regard, to patient care and all aspects of the practice.
  • Greet patients and other callers at the practice in a courteous and efficient manner.
  • Keep patients informed of any delays.
  • Deal with sessional doctors, their staff, referring doctors and hospital staff courteously and helpfully.
  • Answer the telephone promptly and courteously.
  • Record messages and make sure they are attended to and brought to the attention of the relevant person in the required tailored manner.
  • Make outgoing calls as requested.
  • Manage daily correspondence.
  • Deal positively and efficiently with any query, referring to set doctor procedures and guidance from the practice manager if required.


  • Arrange appointments for patients’ following the relevant set bookings procedures.
  • Ensure all patients’ are checked in to relevant database on arrival.
  • Update relevant patient information in medical records and in the computer files.
  • Obtain appropriate details from new patients to maintain the patient database.
  • Gather medical records, reports and general correspondence in readiness for consultation.
  • Photocopy, scan and input records as required.
  • Organise pathology for checking. Doctors to take all pathology and testing to their rooms.
  • Confirm patient appointments for doctors that require it following the office schedule for that day.
  • During pandemic times, question patients ensuring high-risk patients have telehealth appointments only, ensuring the health of all involved at the centre. 

Billing and Finance

  • Advise patients of the credit or billing policy of the practice when required.
  • Issue patient invoices and receipts for the doctors.
  • Other billing and financial duties as required.
  • Maintain petty cash book (if required)
  • Prepare end of month reports when requested (if required)

Health and Hygiene

  • Adhere to current (pandemic) level of cleaning policies and procedures ensuring appropriate social distancing standards are met in the reception area.
  • Ensure common surfaces are wiped down regularly throughout the day with effective cleaning products. 
  • Protective personal equipment (PPE) such as gloves, masks and eye wear (if required) should be worn throughout the day implementing respiratory hygiene/cough etiquette and doctors equipment and waste products are effectively and appropriately disposed (if required).
  • Attend to routine cleaning of the office area and consultation rooms ensuring stock levels are up to date.


  • Post, fax and email all correspondence.
  • Complete day sheets ensuring doctors who have consulted are correctly billed.
  • Prepare examination rooms.
  • Stock ordering: order Medical supplies and stationery when required.
  • Report accidents, injuries and illnesses.
  • Deal with emergencies when necessary, following set procedures.
  • And any other secretarial/admin duties that may be required by management to successfully and efficiently run the centre.

The application form will include these questions:

  • How many years' experience do you have as a medical secretary?
  • Do you have customer service experience?
  • Do you have secretarial experience?
  • Which of the following medical practice management software do you have experience with?
  • Do you have experience in administration?

Coburg, VIC

Health, Medical & Pharmaceutical


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