Over 21,000 babies and countless smiles for more than 21 years.
As one of Australia’s leading IVF and fertility service groups, we combine cutting-edge science with compassionate care. Our partnership with the CHA IVF global network gives us access to world-class expertise and innovation.
Why Join Us?
At City Fertility, you will be part of a progressive, people-centered organisation where compassion, respect, commitment and quality care are at the heart of everything we do.
Be part of a global network with world-class fertility expertise
Work in a supportive, collaborative, and inclusive team environment
Access ongoing professional development and career growth opportunities
Make a meaningful difference in the lives of patients and families every day
About the role
We are looking for a Patient Services Administrator who is passionate about making a difference in people’s lives. This role is more than administration—it’s about creating a welcoming, supportive experience for patients during one of the most significant journeys they will ever take. If you thrive in a dynamic, patient-focused environment and value empathy, quality, and teamwork, we’d love to hear from you.
The Patient Services Administrator at City Fertility plays a vital role in supporting patients through one of the most significant journeys of their lives.
Guided by our values of Compassion, Respect, Commitment, Quality, and Communication, this role is the first point of contact for patients, helping them navigate their fertility journey with empathy and clarity. The position will directly contribute to delivering high-quality, patient-centered care and fostering trust and confidence in our services. It is a great opportunity to make a meaningful impact and develop skills in a dynamic, supportive environment committed to continuous improvement and clinical excellence.
This position is based in City Fertility Newstead and is permanent full time.
What you will do
- Provide exceptional first-point-of-contact service to patients, ensuring all interactions reflect empathy, respect, and professionalism
- Manage patient appointment scheduling, registration, and pathway coordination to ensure a seamless experience
- Prepare accurate, individualised fee estimates and manage billing processes in line with Medicare guidelines
- Handle incoming calls and inbox management promptly and effectively, maintaining clear and compassionate communication
- Maintain accurate patient records and data entry in compliance with privacy and confidentiality standards
- Support daily banking, reconciliation, invoicing, and debt collection processes with attention to detail
- Assist with internal audits, accreditation reporting, and compliance activities to uphold quality standards
- Monitor and maintain reception and waiting areas to ensure a welcoming environment for patients and visitors
- Liaise with clinicians, suppliers, and external partners to support operational needs and patient care
- Contribute to continuous improvement initiatives, including policy and process reviews and change management programs
- Provide support for donor and surrogacy programs, storage consent monitoring, and compliance requirements
- Troubleshoot Medicare claims and liaise with relevant agencies to resolve patient billing issues
- Uphold workplace health and safety standards, reporting hazards and incidents promptly
- Represent City Fertility’s values in all interactions, promoting a positive, patient-focused culture
What we are looking for
- Minimum Year 12 qualification (or equivalent) and eligibility to work in Australia
- At least 12 months experience in office administration or reception, with strong customer service skills; experience in medical administration is advantageous
- Proficiency in Microsoft Office Suite and ability to learn practice management software; attention to detail and strong organisational skills
- Demonstrated ability to communicate effectively, manage multiple priorities, and work collaboratively in a patient-focused environment aligned with City Fertility's values
- Commitment to maintaining confidentiality, continuous learning, and supporting quality and compliance standards in healthcare
Please note that as this is an on-site role, successful candidates will need to be able to work on-site across various clinic locations.
** Applicants must be legally entitled to work in Australia - successful candidates are required to provide proof of their right to work in Australia prior to commencement.
** Candidates applying for day procedure/hospital positions maybe required to provide proof of specific immunisations and vaccinations.
** All personal information received by will be stored, used and disclosed by us in accordance with our Privacy Policy.
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Patient Services Administrator in Brisbane employer: City Fertility Centre
At City Fertility, we pride ourselves on being a leading IVF and fertility service provider that values compassion, respect, and quality care. Our supportive and inclusive work culture fosters professional growth, allowing you to make a meaningful impact in the lives of patients and families while working alongside a dedicated team in a dynamic environment. With access to world-class expertise and ongoing development opportunities, joining us as a Patient Services Team Leader means becoming part of a progressive organisation committed to excellence in patient care.
