About the role
We are seeking a detail-oriented, highly professional Virtual Medical Administrative Assistant to manage day-to-day intake, client communications, schedule management, and billing workflows for a private clinical psychology practice in Melbourne, Australia.
You will serve as the primary administrative engine of the practice. While our core payment collection and Medicare/insurer rebate processing are largely automated via Halaxy, maintaining flawless financial hygiene, tracking edge-case billing errors, and actively following up on outstanding payments/unpaid accounts is a central responsibility of this role.
Key Responsibilities
Practice Management (Halaxy): Manage appointment schedules, process patient intake forms, enter client details, and ensure clinical note statuses and appointment tags are correctly categorized.
Billing & Fee Follow-Up: Monitor automated daily payments and Medicare rebate filings via Halaxy. Proactively identify declined transactions, uncleared gap fees, or Medicare rejection codes, and follow up directly with clients or Medicare to resolve and collect outstanding balances.
Patient Intake & Inquiries: Handle inbound email and phone inquiries professionally, providing clear information on practice fees, intake availability, and Mental Health Care Plan (MHCP) referral processes.
Calendar Coordination: Maintain clinician schedules, process cancellations or reschedules, send appointment reminders, and keep active waitlists updated.
Communication & Confidentiality: Maintain strict privacy compliance while liaising with clients, general practitioners, and external referrers.
Work Hours & Schedule
Fixed Hours: Monday to Friday, 9:00 AM to 5:30 PM AEST / AEDT (7:00 AM – 3:30 PM PHT / UTC+8).
Break: Includes a mandatory 30-minute lunch break daily.
Business Shutdowns: The practice observes official office closures over the Australian Christmas/New Year holiday period and standard Australian public holidays, giving you guaranteed rest periods.
Qualifications & Experience
Experience: Minimum 2–3+ years of experience in healthcare administration, BPO medical support, or virtual executive assistance.
Platform Experience: Prior hands-on experience with Halaxy is highly preferred. Experience with other allied health or EHR platforms (e.g., Cliniko, Best Practice, Zendesk) alongside strong CRM billing literacy will also be considered.
Communication: Exceptional verbal and written English with a warm, empathetic, and professional tone suitable for a mental health setting.
Accountability: Comfortable handling client fee discussions and billing follow-ups with firmness, tact, and professionalism.
Technical Setup: High-speed fiber internet connection, backup power/data setup, modern computer, noise-canceling headset, and a quiet home office.
What We Offer
Direct Employment: Work directly with the practice owner without agency middleman markups.
Competitive Pay: Paid reliably bi-weekly or monthly via Wise / Payoneer in USD.
13th-Month Pay: A full 13th-month bonus equivalent to 1 month’s base salary (paid at year-end or accrued monthly).
Paid Time Off: 12 days of paid Personal Time Off (PTO) per year (for vacation/sick leave) in addition to paid business shutdown periods.
Daytime Hours: Clean Australian day-shift alignment (UTC+8) with no graveyard or night shifts.
How to Apply
Please submit your resume along with a brief cover letter addressing:
Your experience with practice management software (specifically Halaxy or similar EHR platforms).
Your experience managing medical invoicing, payment follow-ups, or resolving declined billing transactions.
Confirmation of your availability to work full-time (9:00 AM – 5:30 PM AEST/AEDT).