Patient Care & Administrative Coordinator

This is a remote position.

Join a compassionate and growing psychology practice dedicated to delivering exceptional mental health care. As the team expands its services were seeking a professional who can provide both patient care and administrative support.

In this role youll be the first point of contact for patients ensuring their experience is warm organized and professional from the very first conversation. Youll play a vital part in supporting daily operations maintaining efficient workflows and helping the practice deliver outstanding care to every patient.

This role blends patient coordination healthcare administration and customer service. Youll manage communication across multiple channels oversee appointment scheduling and maintain accurate patient records all while providing empathetic patient-focused support.

As the practice continues to grow into allied health services this position offers opportunities to expand your responsibilities and contribute to process improvements within a supportive and values-driven team.

• Manage incoming phone calls and emails ensuring timely professional and compassionate communication with patients and healthcare partners.
  
• Coordinate patient appointments confirmations cancellations and rebookings across multiple platforms.
  
• Proactively follow up on pending patient actions and ensure no communication or task is left unresolved.
  
• Collect verify and process patient details including credit card information Medicare documentation and other required forms.
  
• Follow up on outstanding invoices with professionalism maintaining sensitivity and discretion.
  
• Maintain and update patient files in compliance with healthcare privacy and confidentiality standards.
  
• Identify and resolve missing or incomplete patient information in coordination with clinical and administrative staff.
  
• Support the practices operational efficiency by managing administrative workflows and tracking key tasks to completion.
  
• Collaborate with the practice owner and manager to improve systems tools and administrative processes.
  
• Adapt to evolving technologies procedures and practice needs as the organization grows.
  
  

Requirements

• Proven experience as a Medical Receptionist Administrative Assistant or similar role in a healthcare or psychology setting.
  
• Exceptional written and verbal English communication skills professional empathetic and adaptable in tone.
  
• Demonstrated ability to handle a high volume of patient communication (approximately 30 emails daily).
  
• Excellent organizational and multitasking skills with the ability to manage priorities in a dynamic environment.
  
• Proficiency in Google Workspace and familiarity with healthcare management platforms (e.g. Halaxy Cliniko or similar).
  
• Strong attention to detail and commitment to maintaining patient confidentiality and data security.
  
• Self-motivated and capable of working independently while collaborating effectively with the broader team.
  
• Empathetic patient-centered approach with a genuine interest in supporting mental health services.
  
• Knowledge of Australian Medicare and healthcare billing processes is highly regarded.
  

Benefits

Independent Contractor Perks

• Permanent work from home
  
• Immediate hiring