Administration Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Respond to incoming calls from aged care clients and patients in a clear, professional, and compassionate manner.

• Place outbound calls to greet new clients, outline services, and collect initial information.

• Organize, confirm, and adjust physiotherapy appointments for a team of six physiotherapists.

• Coordinate initial consultations and ensure clients are well-prepared and informed prior to their appointments.

• Contact GP clinics, specialists, and referral sources to arrange appointments and share relevant information.

• Oversee the appointment calendar, ensuring it remains accurate and current at all times.

• Follow up with clients regarding changes to appointments, cancellations, and rebooking.

• Keep precise and updated client records within the practice management system.

• Address client inquiries with patience and clarity, especially when communicating with elderly patients.

• Process referrals and collaborate with external healthcare providers as necessary.

• Assist with broader administrative functions, including data entry, correspondence, and document management.

• Promptly and professionally escalate clinical issues to the appropriate team member.

⛳️ Requirements

• At least 3 years of experience in medical reception, patient coordination, or allied health administration.

• Exceptional spoken English with a clear, articulate, and professional phone demeanor suitable for elderly clients.

• Experience with making and receiving calls through Zoom Phone, 3CX, or similar VoIP systems.

• Familiarity with Australian healthcare systems, including Medicare, referrals, and GP correspondence.

• Strong attention to detail with accurate data entry and management of client records.

• Experience using practice management software in a physiotherapy or allied health context (Zanda).

• An empathetic and patient communication approach tailored for an aged care client demographic.

• Capacity to handle a diverse workload and effectively prioritize scheduling and administrative tasks.

• Ability to work independently in a remote setting with minimal supervision.

• A reliable internet connection and a quiet, professional home office environment.

• Availability for full-time work, 40 hours per week, in alignment with Australian Eastern Standard Time.

🏝️ Benefits

• Competitive salary.

• Opportunity to influence the HR function of a rapidly expanding BPO.

• Collaborate closely with a team of industry leaders who have successfully scaled BPOs previously.

• Opportunities for career growth and development.