About Us
Familywise Medical Practice is a well-established, busy general practice serving the Castle Hill community. Our team of GPs, nurses and allied health professionals deliver high-quality, patient-centred care to families and individuals across the Hills District. We're a mixed-billing practice that values a positive team culture, professional development and staff who take pride in keeping the practice running smoothly.
The Opportunity
We're looking for an experienced Senior Medical Receptionist ready to step into a hands-on hybrid role — combining frontline patient care with dedicated practice administration support.
This permanent part-time position (2 days per week, approximately 16 hours) offers genuine variety, real responsibility, and the chance to become a trusted long-term member of our team.
We need someone flexible and willing to increase hours to cover the reception team during peak leave periods. This isn't a casual short-shift fill-in — we want someone who genuinely gets to know our practice, our people and our patients.
What Makes This Role Different
- Genuine variety — meaningful admin and operational work alongside reception
- Work directly with the Practice Owner and Office Manager
- Involvement with Cubiko practice analytics and data-driven operations
- A pathway to increase hours and become the go-to team member during busy periods
- Supportive team in a well-respected, established Hills District practice
What You'll Do
Day 1 — Senior Medical Reception
- Manage patient bookings, cancellations and appointment schedules
- Answer and triage incoming telephone enquiries
- Patient check-in, check-out and account processing
- Process Medicare, private, DVA and WorkCover patient accounts
- Manage incoming correspondence, referrals and documentation
- Maintain accurate patient demographic information
- Support doctors, nurses and allied health practitioners
- Handle complex or sensitive patient interactions professionally
- Monitor appointment books and identify booking or workflow issues
- Mentor and assist junior reception staff
- Ensure reception procedures and privacy requirements are followed
Day 2 — Practice Administration & Operations
- Provide administrative support to the Practice Owner and Office Manager
- Run and interpret Cubiko practice analytics reports — appointments, billing, provider activity and clinical metrics
- Identify trends, flag issues and present data summaries to management
- Maintain practice policies, procedures and administrative documentation
- Assist with staff rosters, leave records and timesheet administration
- Maintain staff files, registrations and mandatory training records
- Monitor outstanding tasks and follow up to completion
- Assist with recruitment administration and staff onboarding/offboarding
- Coordinate contractors, maintenance and service providers
- Maintain office and practice supplies
Billing & Accounts
- Review and follow up outstanding patient and third-party accounts
- Assist with Medicare billing, rejected claims and DVA/WorkCover reconciliations
- Investigate billing discrepancies and escalate to management
WHS, Accreditation & Compliance
- Act as the practice WHS Coordinator — maintain registers, conduct safety inspections, manage incident reports
- Share Fire Warden / Emergency Coordinator responsibilities
- Assist with RACGP/AGPAL accreditation — documentation, audits, policy reviews, staff training records
- Monitor CPR and mandatory training expiry dates
- Maintain patient feedback and complaints records and follow up agreed actions
Quality Improvement
- Identify and implement improvements to reception workflows and internal systems
- Support quality-improvement activities and new procedure implementation
What We're Looking For
- Proven experience in medical reception, preferably in a general practice setting
- Experience with Best Practice or similar practice management software
- Exposure to or willingness to learn Cubiko practice analytics
- Strong understanding of Medicare, DVA and WorkCover billing
- Confidence working with data and practice performance reports
- Excellent organisational, time-management and administrative skills
- Strong attention to detail and ability to follow tasks through independently
- Professional, confident communication with doctors, staff, patients and external providers
- Understanding of patient privacy, confidentiality and general practice compliance
- Flexibility to increase hours to cover team leave when required — this is essential
Highly Regarded
- Previous experience as a practice administrator, senior receptionist or clinic coordinator
- Candidates with a background in HR will be highly preferred
- WHS, accreditation or compliance experience in a healthcare setting
- Fire Warden training (or willingness to undertake)
- Experience supporting a practice owner or operations manager directly
Is This You?
This role suits someone who has outgrown a standard reception position and wants more — without moving away from the clinical environment they enjoy. You see what needs to be done, take initiative, and follow things through without being asked twice. You're comfortable with data and reports, and equally comfortable managing a full waiting room.
What We Offer
- Competitive hourly rate commensurate with experience (minimum $29.45/hr, MA000027 Level 4)
- Permanent part-time position with genuine long-term opportunities
- Friendly, supportive team in a well-run, established practice
- Access to Cubiko analytics and exposure to practice management at a strategic level
- Training and professional development support
- Hills District location — Castle Hill, NSW
How to Apply
Please submit your resume and a brief cover letter telling us about your medical reception and administration experience, and why this role appeals to you.
Applications are welcomed from candidates genuinely interested in a long-term role and available to increase hours during team leave periods.
Applications to: [email protected]
Only shortlisted candidates will be contacted. We thank all applicants for their interest.
Work Location: In person
