Specialist Medical Secretary/Practice Manager
We are looking for an experienced, highly organised Medical Secretary/Practice Manager to join our busy specialist and multidisciplinary surgical practice.
Working alongside Dr David Martin, two GPs, a Dietitian and a Psychologist, this is a varied, hands‑on role for someone who understands what it takes to keep a busy medical practice running smoothly.
This is not simply a reception role.
We are looking for someone with a minimum of 3–5 years’ medical secretary/practice management experience who can confidently manage the end‑to‑end, day‑to‑day administration of the surgical practice, stay one step ahead and take genuine ownership of their role.
And importantly, you need to be an absolute Genie whiz.
About the Role
Your responsibilities will include:
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Managing busy practitioner diaries and appointment schedules
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Coordinating patient appointments across the specialist, GPs and allied health practitioners
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Managing new patient referrals and registrations
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Coordinating the patient journey from initial referral and consultation through to treatment, surgery and follow‑up
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Preparing and coordinating RFAs and surgical bookings for private and public patients
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Liaising with hospitals, GPs, specialists, referring practices and other healthcare providers
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Managing patient enquiries via phone and email
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Preparing medical correspondence, letters and documentation
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Managing recalls, results, follow‑ups and outstanding patient matters
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Maintaining accurate and up‑to‑date patient records
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Managing Medicare billing, accounts, receipting and payments
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Monitoring incoming correspondence, referrals and documentation
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Supporting consulting days and ensuring practitioners have everything they need
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Following up outstanding paperwork and patient requirements
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General practice administration and troubleshooting
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Proactively identifying what needs to be done and seeing it through to completion
About You
We are looking for someone who can hit the ground running.
You will ideally have:
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A minimum of 3–5 years’ experience as a Medical Secretary/Practice Manager, preferably within a specialist or surgical practice
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Advanced experience with Genie Practice Management Software
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Strong knowledge of end‑to‑end specialist medical administration
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Experience with surgical bookings and hospital administration
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Strong Medicare and medical billing knowledge
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Experience supporting multiple practitioners
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Excellent diary and appointment management skills
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Exceptional organisation and attention to detail
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The ability to manage competing priorities in a busy environment
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Excellent written and verbal communication skills
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A warm, professional and compassionate approach to patients
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Confidence communicating with doctors, hospitals and other healthcare providers
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A high level of discretion and understanding of patient confidentiality
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The ability to work autonomously, show initiative and take ownership of your responsibilities
Are You a Genie Whiz?
When we say Genie experience is essential, we mean it.
We are looking for someone who is genuinely confident using Genie as part of the everyday running of a medical practice, not someone who has had occasional or basic exposure.
If you're normally the person everyone asks when they can't work something out in Genie, we want to hear from you.
Who Will Thrive in This Role?
You are the person who keeps everything together.
You notice when something hasn't been followed up. You know what's happening in the diary and are able to prioritise the essential things first. You anticipate what the doctors and practitioners will need and make sure things don't fall through the cracks.
You'll be organised, proactive, approachable and calm under pressure, with the confidence to manage your workload independently while working as part of a multidisciplinary team.
Most importantly, you'll take pride in making sure patients receive a professional, caring and well‑organised experience from their first contact with the practice through to follow‑up.
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