Job Description – Medical Receptionist
Specialist Paediatric, Diabetes & Allergy Practice – Victoria
Reports to: Practice Manager / Principal Paediatrician
Location: Geelong, Victoria
Employment Type: Full-Time or Part-Time
Award: Health Professionals and Support Services Award – AMA endorsed
Position Overview
The Medical Receptionist provides professional and compassionate front-line support to children, young people, and families attending the paediatric, diabetes, and allergy clinic.
As part of a small, multidisciplinary team, the receptionist coordinates appointments, records, billing, and communication, ensuring the delivery of safe, family-centred care aligned with AMA, ISPAD, RACP, and Victorian Child Safe Standards.
Key Responsibilities
Front-of-House & Patient Liaison
* Welcome and assist families in a caring, child-friendly manner.
* Manage telephone, email, and in-person enquiries with professionalism and discretion.
* Coordinate check-in/check-out, confirm Medicare and referral details, and update records.
* Provide information to families about appointments, forms, and preparation requirements.
* Triage urgent calls (e.g. unwell child, diabetes or allergy concerns) to clinical staff as per protocol.
Appointment Management
* Maintain and coordinate bookings for specialist, telehealth, outreach, and multidisciplinary clinics.
* Manage waitlists to optimise patient flow.
* Liaise with hospitals, laboratories, and device suppliers (CGM/pump companies) to support integrated care.
* Assist with scheduling for APS Diabetes and Allergy workshops.
Medical Records & Correspondence
* Ensure referrals, care plans, and test results are available for consultations.
* Prepare letters and reports for GPs, schools, and hospitals.
* Maintain accurate, secure medical records in compliance with the Health Records Act 2001 (Vic) and Privacy Act 1988 (Cth).
* Support clinicians with clinic setup and documentation.
Billing & Financial Administration
* Process payments, issue receipts, and reconcile daily takings.
* Manage Medicare Online billing, batching, and item verification.
* Assist with billing for care plans (GPMP/TCA) and specialist items (132/133).
* Provide fee information clearly and respectfully; manage overdue accounts sensitively.
Administration, Quality & Compliance
* Maintain confidentiality and uphold Child Safe and WorkSafe Victoria standards.
* Support compliance with workplace safety, infection control, and accreditation requirements.
* Ensure a tidy, safe, and welcoming reception area.
* Promote a collaborative, inclusive, and professional team culture.
Conditions of Employment
* Employment and classification under the Health Professionals and Support Services Award Level 3
* Hours of work with flexibility for clinics and outreach sessions.
* Adherence to all workplace safety, privacy, and child-protection policies.
Performance Indicators
* Positive patient and family feedback.