Senior Receptionist/Practice Manager

Total Pain Specialist is seeking an experienced, highly organised and proactive Senior Medical Administrator / Practice Manager to oversee the day-to-day administrative and operational functions of our multidisciplinary specialist clinic. This senior role is suited to someone with strong medical administration experience who can confidently manage complex workflows, support clinicians and administrative staff, coordinate referrals, billing, hospital procedures and patient care pathways, and ensure the clinic operates efficiently and professionally. The successful candidate will work closely with the Directors, specialists and clinical team and will play a key role in improving systems, coordinating patient care and maintaining high standards across clinic operations.

Key Responsibilities

• Oversee the day-to-day administrative and reception operations of the clinic.
• Coordinate specialist appointments, clinician schedules and patient enquiries.
• Supervise and support reception and administrative staff, including training, task allocation and workflow management.
• Manage incoming specialist, psychology and allied health referrals and ensure appropriate follow-up.
• Liaise with GPs, specialists, allied health providers, insurers, case managers and other external stakeholders.
• Coordinate hospital admissions, procedures and theatre bookings, including preparation of required documentation and communication with hospitals and patients.
• Manage pre-procedure and post-procedure administrative requirements and ensure relevant correspondence, consent forms, reports and clinical documentation are available as required.
• Maintain accurate tracking of procedures, hospital bookings, referrals, reports and outstanding actions.
• Oversee Medicare, WorkCover, DVA, private health, insurer and private patient billing processes.
• Monitor outstanding accounts, rejected claims, invoices and billing discrepancies.
• Coordinate WorkCover and insurance-related requests, reports and documentation within required timeframes.
• Maintain organised electronic records, shared drives and administrative systems.
• Develop and improve administrative procedures, checklists, workflows and SOPs.
• Monitor shared clinic inboxes and ensure correspondence is appropriately actioned.
• Support compliance with privacy, confidentiality, clinic policies and healthcare administration requirements.
• Assist with clinic reporting, audits, KPIs and operational monitoring.
• Identify workflow issues and implement practical improvements in consultation with management.
• Provide regular operational updates to the Directors.

Skills and Experience

• Significant experience in medical administration, specialist practice administration or healthcare practice management.
• Experience in a specialist medical, multidisciplinary or hospital-related environment.
• Experience coordinating hospital procedures, theatre bookings or specialist patient pathways.
• Strong understanding of medical referrals, billing and appointment workflows.
• Experience supervising or supporting administrative staff.
• Excellent organisational and time-management skills.
• Strong attention to detail and ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Confidence liaising with doctors, hospitals, patients, insurers and external providers.
• Experience with medical practice management software and electronic health records.
• Competency with Microsoft Office, Outlook, Excel and document-management systems.
• High standards of professionalism, confidentiality and discretion.
• Experience with pain medicine, WorkCover Queensland, DVA, Medicare billing, medical reports, insurer requests, allied health, psychology, practice accreditation and SOP development would be highly regarded.

Personal Attributes

We are looking for someone who is proactive, reliable, organised and accountable, with the ability to remain calm and professional in a busy clinical environment. You will be confident working independently, comfortable managing competing priorities, able to identify problems early and motivated to improve systems as the practice grows.

What We Offer

Total Pain Specialist offers a supportive and collaborative work environment, competitive remuneration based on experience, opportunities for professional development and career progression, and the opportunity to play an important role in the ongoing growth of a multidisciplinary specialist clinic.

About Us

Total Pain Specialist is a multidisciplinary healthcare practice specialising in pain management and treatment. We are committed to providing comprehensive, evidence-based and patient-centred care in a professional and compassionate environment. Our team works collaboratively across medical, psychological and allied health disciplines to support patients in improving function, wellbeing and quality of life.