Patient Coordinator – Medical Administrative Virtual Assistant

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

📋 Description

• Address inquiries from new patients via phone and email using established scripts.

• Oversee appointment scheduling, confirmations, reminders, cancellations, rescheduling, and waitlists within Halaxy.

• Engage with patients, caregivers, consenting individuals, support staff, and referring organizations.

• Provide explanations regarding routine practice and appointment details.

• Refer clinical or complex queries to the appropriate team member within the practice.

• Document referrals and follow up on medical histories, consent forms, referral letters, and correspondence.

• Organize bookings for general-anesthesia day surgeries.

• Monitor outstanding laboratory work and necessary follow-ups.

• Follow up on pending patient accounts as directed.

• Ensure accurate maintenance of patient and administrative records.

• Track missing information and outstanding tasks until resolution.

• Keep the practice updated on unresolved or urgent matters.

• Provide a succinct end-of-day handover of completed and pending work.

• Uphold confidentiality and adhere to practice privacy and security protocols.

• Deliver task-specific remote services to enhance business efficiency, service delivery, and operational functions.

• Report to a designated point of contact.

⛳️ Requirements

• Experience in patient-facing healthcare or medical services is strongly preferred.

• Background in medical administration, healthcare virtual assistance, clinics, allied health, or dental fields is preferred.

• Dental experience is advantageous but not mandatory.

• Phone-based patient service experience is strongly preferred.

• Experience in appointment and diary management is required.

• Familiarity with medical document or referral management is preferred.

• Excellent spoken and written English is required.

• Ability to handle confidential health information is essential.

• A warm, patient, and highly professional communication style is necessary.

• Comfortable engaging with patients and healthcare stakeholders.

• Maintain calmness and empathy in sensitive circumstances.

• Highly organized with a strong attention to detail.

• Ability to follow scripts while maintaining a natural tone.

• Dependable in documentation and follow-up tasks.

• Willingness to learn a specialized healthcare workflow.

• Strong prioritization and time management skills are necessary.

• Proficient in Halaxy, 3CX, email/calendar platforms, Microsoft Office, Google Workspace, and patient/practice management systems.

• Available for 15-20 contracted hours per week, Monday through Thursday, between 10 AM and 4 PM Adelaide time.

• Excellent written and spoken English with a preference for Level A-B accent.

• Preference for alignment with the Asia-Pacific time zone.

• Must operate as an independent contractor under a Master Services Agreement and Statement of Work.

🏝️ Benefits

• Competitive compensation rates.

• Weekly payment schedule.

• Multiple open positions available.

• Access to free training and upskilling opportunities.

• Continuous support and guidance provided.

• A vibrant community ready to assist you.