Clinic Admin/Receptionist - Hiring Fast - Part-Time

We are excited to be looking for the next member of the ExCo team! This dynamic role is perfect for an energetic, organised and committed individual who is passionate about driving positive experiences for our clients, our community and our wider network. In applying your superior skills in administration, communication and organisation, you will play a major role in ensuring our driven team of Exercise Physiologists are able to positively impact on the health outcomes of our community to their full extent.

ExCo’s Core Purpose: 

To help people face and overcome life’s challenges through exercise and lifestyle intervention, and ultimately empower them to achieve their optimal life experience. 

ExCo’s Core Values:

1. Find a Better Way. Explore the possibilities through innovation and growth, and be agile in order to overcome challenges and make positive change.

2. Respect Everyone. Seek to understand, show empathy, be inclusive and be accountable.

3. Better Together. Collaborate to be great, have a team first attitude and encourage contribution.

4. Exceed Expectations. Always strive for excellence, go above and beyond, and be relentless in execution.

5. Energy through Action. Have passion to inspire others, enjoy the journey and bring fun in actions.
 

ABOUT YOU

ExCo places a strong emphasis on our clients experiencing a friendly, inclusive, engaging and professional environment in which they can begin and maintain their journey to optimal health. With this in mind, we know you’ll thrive in this role if you:

• Are friendly, caring and professional - you have genuine care for people, and enjoy ensuring their experience with us is a profoundly positive one.
• Are highly organised, efficient and effective in administrative tasks, with the ability to be outcomes-focused and ultimately ensure our practice runs smoothly and consistently on a daily basis.
• Are a genuine team player, and relish collaborating to develop first-class provision of our services, ultimately ensuring we give our clients the best possible pathway to achieve their optimal health and wellbeing outcomes.
• Have great communication skills, both verbal and written, and have an ability to develop and strengthen relationships quickly. 
• Are especially great with clients who may be anxious, abrupt and/or distressed given we see many clients who have significant personal challenges.
• Are committed to ongoing personal and professional development, with the view to make a positive impact on our community and our professional network as we grow.
• Enjoy contributing to making your surroundings fun, enjoyable and engaging for others.
• Are strongly aligned with our Core Values in order to help contribute to our team culture and maintain our professional integrity.

THE ROLE

Your primary role includes managing all ‘front desk’ operations in order to ensure an optimal experience for our clients in their relationship with our business. In addition, the role encompasses assisting the directors to develop and implement highly efficient systems that deliver fluency and effective outcomes for business performance, team satisfaction and community awareness. Specifically, the duties of the role include:

• Providing outstanding customer service to all clients, whether in person or via phone calls/emailing.
• Processing client transactions, invoicing and claiming via third parties as appropriate including Medicare, DVA, SIRA and private health funds.
• Making, amending or cancelling future bookings as necessary based on client/practitioner requests.
• Working with practitioners to assist in the management of client relationships and engagement, including follow up phone calls and emailing as warranted.
• Answering phone calls and responding to enquiries promptly, whether via phone call, email or other means (eg. website/social media).
• Sending correspondence via electronic fax/email to key stakeholders in clients’ healthcare needs (eg. GPs, specialists, insurers and other interested allied health practitioners).
• Directing incoming faxes/emails to the appropriate practitioner and ensure appropriate follow up is actioned.
• Managing any client issues with regards to their treatment pathway with sensitivity and empathy, and communicating any such issues to the necessary team members and/or the directors clearly and appropriately.
• Daily review of practitioner diary, including reconciliation of payments, and communication to team members about any outstanding actions that need attention with regards to client sessions.
• Reviewing waitlists and action accordingly.
• Optimising team diaries in keeping with suitable session hours, administrative tasks, networking capacity and team meetings.
• Maintaining exercise class schedule and timetables, including planning for forward capacity and possible implementation of future bookings/classes.
• Managing diary and class changes in the event of team member absence due to illness/sickness or accident.
• Ensuring necessary annual practitioner qualifications, accreditations, provider numbers and insurance details are maintained and up to date.
• Assisting in ensuring the facility looks clean and tidy at all times, and maintaining stock inventory for client and staff amenities as required.
• Following up any unpaid accounts and rectifying issues that arise liaising with third parties and their systems.

Role Requirements:

• Experience in working in an allied health practice, medical practice or similar administrative/receptionist role.
• An understanding of various government (eg. Medicare, DVA, SIRA, NDIS etc) and private health fund schemes.
• Familiarity with practice management and accounting software, ideally in a health setting.
• A keen interest in the health and wellbeing of our local community. We prefer to employ team members that live locally.
• Police Check.

What you should know:

ExCo is committed to having an optimal work-life balance. With this in mind, the Clinic Admin/Receptionist role will include an attractive remuneration commensurate with your qualifications, skills and experience. 

Hours: Permanent part time, with the expectation of at least 20-25 hours per week onsite.

Rate: $32.00 - $37.00 per hour

Applications for this position will close on Friday 28th June 2024. If you believe you’re the right person for ExCo, please forward your cover letter and resume to [email protected]. Please note, only short-listed applicants will be contacted. We look forward to hearing from you and welcoming our next team member!