Medical Executive Assistant

This is a remote position.

Role Purpose

The primary responsibility of this role is to manage referrals and telephone enquiries for the clinic based in Victoria, Australia. The successful applicant will also support the physician’s independent medico-legal work and act as his executive assistant across professional and personal matters.

Key Responsibilities

Referral management

• Monitor all incoming referrals for psychiatrists and psychologists.
• Enter referrals and supporting documents accurately into Halaxy.
• Send referrals to the appropriate clinician for review.
• Maintain live referral trackers showing the date received, responsible clinician, current status, follow-up required and outcome.
• Monitor referrals until they have been accepted, declined or redirected.
• Send approved automated emails and correspondence to patients and referrers.
• Arrange appointments and update Halaxy following acceptance.
• Follow up with clinicians, patients and referrers when information or a response remains outstanding.
• Ensure that no referral is overlooked.

Telephone and patient enquiries

• Answer all incoming telephone calls promptly and professionally during business hours.
• Assist patients with routine enquiries regarding referrals, appointments and VCMH services.
• Record messages accurately and direct clinical or complex matters to the appropriate person.
• If unable to answer a question, advise the caller that further information will be obtained, investigate the matter and ensure the caller receives a timely response.
• Escalate urgent, clinical or sensitive matters according to the agreed procedure without providing clinical advice.

Independent medico-legal work

• Maintain a live IME tracker covering referrals, appointments, report due dates, completed reports and outstanding work.
• Before each assessment, prepare the appropriate IME report template with the relevant examinee, claim and appointment details.
• Review the provided records and prepare an accurate, concise summary of the documentation.
• Ensure the letter of instruction and all questions are included in the template.
• Maintain a log of outstanding reports and medico-legal tasks.
• Format completed reports and check spelling, grammar, names, dates, pronouns, numbering and overall consistency.
• Return reports to the client for final clinical review and approval.
• Send approved reports securely and record the date of submission.

Executive Assistant responsibilities

• Provide executive and administrative support to the client across his professional and personal activities.
• Manage assigned tasks, reminders, appointments, correspondence, documents and follow-ups.
• Maintain an organised task list and ensure that instructions are followed through to completion.
• Liaise with businesses, service providers and other contacts as directed.
• Undertake research, bookings, document preparation and other reasonable professional or personal tasks assigned by the client.
• Exercise discretion and maintain strict confidentiality in relation to all professional, financial and personal matters.
• Provide regular updates and promptly identify tasks requiring the client’s decision.

Requirements

Essential Skills and Attributes

• Experience in medico-legal administration or executive assistance is desirable.
• Understanding of NDIS compliance is highly preferred.
• Knowledge of Halaxy and experience in medical administration.
• Excellent spoken and written English.
• A professional, courteous and reassuring telephone manner.
• Excellent attention to detail and a high level of accuracy.
• Strong Microsoft Word, email and document-formatting skills.
• Ability to manage live trackers, competing deadlines and follow-up tasks.
• Strong organisational, problem-solving and time-management skills.
• Ability to work independently, follow instructions and complete tasks without repeated prompting.
• Flexibility and willingness to undertake a range of professional and personal administrative tasks.

Work Environment & Expectations

While this is a work-from-home position, it is important to note that this is a full-time role—not a freelance or flexible-hour arrangement. You will be expected to work a fixed shift and maintain a high level of professionalism and accountability, just as you would in an office environment.

✅ This role requires:

• Discipline and commitment to set working hours (…