Senior Medical Secretary

Senior Medical Secretary / Receptionist Doctor Vein & DRV Skin – Frankston, VIC Full-time (Mon–Fri) – shorter Wednesday option Are you the organised, calm, "I've-got-this" person who keeps a clinic running like a well-oiled machine? We're looking for an exceptional Senior Medical Secretary / Receptionist - not just a front desk person, but a confident coordinator who can manage patient flow, streamline admin, and support a specialist medical practice with professionalism, warmth and efficiency. About Us Doctor Vein is a specialist private vein clinic in Frankston, supported by a small, close-knit team and a parallel skin clinic, DRV Skin. We pride ourselves on: High-quality, personalised care Efficient, well-structured systems An experience that makes patients feel looked after from the very first phone call We're a one-doctor practice supported by two part-time team members - but don't let the size fool you. We're busy, patient-focused, and growing. You’ll play a central role in keeping everything running smoothly. About the Role This is a senior front-of-house role for someone who can work independently, stay on top of a dynamic schedule, and manage the entire patient journey - from enquiry to treatment. You’ll be the right hand to the doctor and the backbone of the clinic. The role is primarily based in Frankston, with occasional travel to our satellite clinic (up to 2 days per month) to support consulting sessions. You will be responsible for: Clinic coordination & patient flow Managing all patient bookings, confirmations, rescheduling and follow-ups Overseeing the daily consulting & treatment schedule and ensuring sessions run smoothly and on time Meeting, greeting and supporting patients with warmth and professionalism Coordinating pre-treatment information and ensuring patients are prepared Conversion & communication Handling phone and email enquiries with confidence and clarity Providing accurate information about treatments and services Liaising with referrers, GPs, sonographers and other healthcare providers Medical administration Maintaining accurate patient records using Best Practice software Preparing and processing reports, referrals and clinical correspondence Supporting both the vein clinic and DRV Skin by coordinating consults and treatment sessions Assisting with treatment lists, recalls and procedure coordination Billing & accounts Processing payments and invoices Handling Medicare billing & batching Managing daily reconciliation and banking Assisting with treatment quotes and follow-up General clinic operations Keeping the clinic organised, stocked and running efficiently Assisting with forms, letters, scanning and general admin tasks Supporting the doctor and team across various clinic workflows We're Looking For Someone Who: Must-have Minimum 3+ years of experience as a medical or dental receptionist / secretary Strong organisational and time-management skills Clear, confident communication (phone and face-to-face) Ability to work independently without constant supervision Patient-centred, warm and compassionate Quick learner with strong computer literacy Understanding of medical workflows and clinic etiquette Ability to multitask in a calm, composed way Able to triage, prioritise and keep things moving smoothly Drivers License and car Full Australian work rights Nice-to-have (but not essential) Experience with Best Practice software Experience in vein, skin, cosmetic or surgical clinics Comfort with providing patient education in a helpful manner Familiarity with Medicare item numbers Ability to refine and improve clinic systems and processes Why Join Us? A warm, supportive, close-knit team No weekends, reasonable hours A role where your ideas and initiative actually matter Work closely with a doctor who values efficiency, clarity and good systems Stability, autonomy and genuine room to grow A great mix of medical administration, patient engagement and clinic coordination And yes… a few skin treatment perks along the way How to Apply If this sounds like you and you're ready to take on a key role in a growing specialist clinic, please submit your CV and a Cover letter outlining your relevant experience and why you'd be a great fit for Doctor Vein & DRV Skin. #J-18808-Ljbffr