Practice Assistant/Medical Receptionist

Support Services Employee - Level 3/4 (dependent on experience) Salary: above award, commensurate with experience Part-time / Casual negotiable

This position is open to female applicants only. This is a genuine occupational qualification under s31 of the Anti-Discrimination Act 1977 (NSW).

Women’s Health Road (WHR) is a multidisciplinary women’s health clinic offering expert care in Gynaecology, Pelvic Floor Physiothrapy, General Practice, Psychiatry and Mental Health Support and Insomnia Treatment. We take pride in our patient-centric, digitally enhanced model and are setting a new standard in women’s health care.

We’re looking for a Practice Assistant who wants more than a standard admin role. This position sits at the centre of a fast-moving, digitally forward clinic - supporting reception and billing, but also clinical procedures, surgical coordination, patient education content, digital systems, and even research and grant work. If you’re the kind of person who sees a gap in a process and fixes it without being asked, who picks up new software in an afternoon, and who wants a job that grows with your capability, this is built for you.

What makes this role different

• Genuine variety: reception, billing, clinical/procedural support, surgical list coordination, and digital/content projects
• High trust and autonomy: you’ll be expected to manage your own workload, flag issues before they escalate, and improve processes, not just follow them.
• Real digital exposure: MediRecords, Heidi (AI clinical scribe), patient portals, Voluson ultrasound systems, and ongoing digital ecosystem projects.
• A pathway to grow: contribute to grant writing, research projects, clinical education content, and practice improvement initiatives as your confidence builds.

You’ll thrive here if you are:

• Proactive
• Digitally confident
• A strong problem-solver
• Comfortable working independently
• Willing to stretch beyond basic admin

Position Overview

The Practice Assistant provides high-level, hands-on support across clinical, administrative, digital and patient-experience functions at WHR. This is a broad, hybrid role for someone who wants genuine ownership over their work: you’ll support patients directly, assist practitioners in clinical settings, manage billing and records, and contribute to the digital systems and content that keep the practice running smoothly. The ideal candidate treats this as a role to grow into, not a fixed job description - bringing initiative, sound judgement, and a willingness to take on new responsibilities as it arises.

Key Selection Criteria

• Demonstrated proactivity - evidence of identifying problems and acting on them without being directed.
• High digital literacy - confident across Microsoft Office / Google Workspace, EMR/clinical software (e.g. MediRecords, Gentu or equivalent), and comfortable adopting AI-assisted tools (e.g. Heidi).
• Strong, practical problem-solving skills
• Proven ability to work independently and prioritise a varied, fast-changing workload.
• Willingness and capacity to work beyond a basic admin remit
• Excellent interpersonal skills and a calm, empathetic manner with patients, including in sensitive women’s health contexts.
• Sound understanding of (or willingness to quickly learn) patient privacy obligations, Medicare/PHF billing, and medical record-keeping standards.

Key Responsibilities

Reception & Patient Management

• Assist in patient intake and registration processes, ensuring accuracy and compliance
• Schedule and coordinate patient appointments, provider calendars, and clinical meetings
• Respond to patient enquiries regarding appointments, billing, and procedures with professionalism and empathy
• Prepare, edit, and maintain correspondence, reports, referrals, presentations, and patient records in compliance with patient privacy laws
• Maintain up-to-date patient records and ensure prompt retrieval for clinical staff
• Facilitate communication between patients, healthcare providers, and insurance agencies

Billing & Financial Administration

• Create and explain Informed Financial Consents (IFCs); process patient invoices, receipts, and payments
• Process and monitor Medicare and private health fund claims, resolving errors as they arise.
• Manage patient surgical billing and follow up on outstanding invoices

Clinical Support

• Assist as needed for any out-patient procedures (e.g. IUD insertions, iron infusions) and org…