Medical Virtual Assistant (Australian Medical Experience)

Medical Virtual Assistant (Australian Medical Experience)

We are seeking a highly organized and detail-oriented Medical Virtual Assistant to support our telehealth administration and reception operations. This role requires 25 hours per week, working in Australian time, to assist with patient management, correspondence, and administrative tasks. Australian medical experience and proficiency with Halaxy are required. Training will be provided on our specific processes.

Key Responsibilities:
Daily Tasks
Correspondence (09:00, 13:00, 18:00 Melbourne Time)

Emails: Respond to patient appointment requests and notify the health practitioner (HP) via Slack of any changes.
Fax: Check for incoming faxes and allocate patient results accordingly.
- Add GP menopause agreements to patient files (no need to notify HP).
- Allocate new results to the patient and add a task for HP to review.
Secure Messages:
- Allocate referrals to patient files and task HP to review (low priority).
- Monitor for any unexpected results arriving via secure messaging.

Pathology Management
- Check Sonic portal three times per day.
- Download completed results, add them to patient files, and task HP to review.
- For abnormal results:
-- Allocate as high priority in the task system.
-- Message HP via Slack immediately.
- Process occasional hard copy results received via email.

Patient Management (Pre-Consultation)
72 hours before appointments:
- Validate IHI (Individual Healthcare Identifier) for each patient.
- Menopause patients: Ensure GP menopause agreements are in place. If missing, re-fax the agreement.
- Mental health patients: Confirm they have a valid mental health treatment plan. If not, notify the patient to obtain a new agreement.
- New patients:
-- Ensure intake forms are completed; send reminders if necessary via Halaxy.
-- Forward details to Gabby for the Real Life Medicine database.
- Check new appointments booked within 72 hours and follow the same process.

Patient Management (Post-Consultation)
HP will notify you via Slack when notes are ready to send.
Menopause Appointments:
- Send appointment notes to the GP via secure messaging or fax.
- Email patient notes (sub-note under appointment notes).
Mental Health Appointments:
- Email patient notes.
- After six visits: Request four more sessions from the original referrer.
- After ten sessions: Notify referrer (maximum of ten sessions per calendar year).
Weight Loss/Metabolic Health Appointments:
- Send appointment notes to the GP via secure messaging or fax.
- Email patient notes.

End-of-Day Tasks
Verify all payments have been processed by HP (should display as green $ in the system).
Follow up with HP if any payments are outstanding.

Task & Admin Management
Monitor and update tasks in Halaxy and Upgrade to see actual info daily.
Maintain Standard Operating Procedures (SOPs) in Google Drive.
Update templates in Halaxy as needed.
Answer phone calls once the phone system is implemented.
Update the website as necessary.

Job Requirements
Proven experience as a Medical Virtual Assistant, Medical Receptionist, or similar role in the Australian healthcare industry.
Proficiency in Halaxy is required.
Experience with Upgrade to see actual info is preferred.
Experience with pathology software (Sonic) is preferred.
Strong organizational and communication skills.
Proficiency in Google Workspace, Microsoft Office, and other medical software tools.
Ability to handle confidential patient information with professionalism and discretion.
Reliable smartphone, laptop, and a stable internet connection.
Prior experience in a virtual administrative role is essential.

Perks of the Role
Work with a supportive and understanding employer.
Performance-based bonuses and raises.
Long-term growth potential within the business.

How to Apply
To be considered, follow these steps exactly:
Change the subject line to: “Medical Virtual Assistant - HALAXY”
Answer the following questions in your message:
1. How many hours per week does the role start with?
2. In 2–3 sentences, explain why you want this job and why you’re a great fit.
3. In 2–5 sentences, describe your relevant Australian medical administrative experience, specifically mentioning Halaxy.
4. Confirm that you can work the required hours.
5. Provide your WhatsApp number and resume link.
6. Share a Loom introduction video of yourself.

Only applicants who follow these instructions exactly will be considered. Shortlisted candidates will be invited to a Google Meet interview (video required).

Looking forward to finding the right ft!