Key Responsibilities
Practice Operations Management
- Oversee the day-to-day operations of the medical practice.
- Ensure efficient patient flow, appointment scheduling, theatre coordination, and administrative processes.
- Manage practice resources, staffing requirements, workflows, and service delivery standards.
- Develop and implement policies, procedures, and best-practice operational frameworks.
- Monitor performance metrics and identify opportunities for operational improvement.
Doctor & Surgeon Liaison
- Act as the primary point of contact between the practice team and doctors/surgeons.
- Develop a thorough understanding of each clinician's workflow, preferences, protocols, and patient management style.
- Ensure administrative teams consistently support clinicians according to established requirements and expectations.
- Coordinate communication between doctors, hospitals, allied health providers, and external stakeholders.
- Support clinicians in maintaining professional and regulatory obligations.
Medicare, Insurance & Billing Expertise
- Maintain advanced knowledge of:
- Medicare Benefits Schedule (MBS)
- Private Health Insurance requirements
- Department of Veterans' Affairs (DVA) billing
- Workers Compensation processes
- Motor Vehicle Accident claims
- TAC and state-based compensation schemes where applicable
- Gap payments and informed financial consent requirements
- WORKCOVER Process and Requirements
- Ensure accurate billing, claiming, and reconciliation processes.
- Monitor billing compliance and reduce claim rejections or payment delays.
- Assist staff in interpreting Medicare and insurer requirements.
- Stay updated on legislative and industry changes impacting billing and reimbursements.
Clinical Documentation & Administrative Compliance
- Oversee the complete patient documentation lifecycle from:
- Referral receipt
- Initial consultation
- Pre-operative preparation
- Theatre bookings
- Surgical procedures
- Post-operative care
- Follow-up appointments
- Billing and claims processing
- Ensure documentation is:
- Accurate
- Complete
- Timely
- Legally compliant
- Aligned with accreditation standards
- Monitor the preparation and management of:
- Referrals
- Consultation notes
- Surgical consent forms
- Hospital documentation
- Procedure reports
- Specialist correspondence
- Insurance and Medicare documentation
- Financial consent documents
- Medical records
Compliance & Risk Management
- Ensure compliance with:
- Australian Privacy Principles (APPs)
- Privacy Act requirements
- Medicare regulations
- RACGP and specialist practice standards where relevant
- State and federal healthcare legislation
- Accreditation requirements
- Clinical governance frameworks
- Conduct regular audits of administrative and documentation processes.
- Identify operational, financial, and compliance risks.
- Implement corrective actions and process improvements.
Team Leadership, Mentoring & Education
- Lead, mentor, coach, and develop administrative and support staff.
- Create and deliver training programs for:
- Reception staff
- Medical secretaries
- Practice administrators
- Surgical coordinators
- Serve as the practice's subject matter expert on:
- Insurance processes
- Medicare requirements
- Patient administration
- Documentation standards
- Compliance obligations
- Foster a culture of accountability, professionalism, continuous learning, and patient-centered care.
Financial & Business Management
- Assist with budgeting, forecasting, and financial reporting.
- Monitor revenue cycle performance and billing accuracy.
- Manage supplier and service provider relationships.
- Support business growth initiatives and service development.
- Identify efficiencies and opportunities to enhance profitability without compromising patient care.
Pay: From $80,000.00 per year
Work Location: Hybrid remote in Melbourne VIC
