Medical Admin Assistant (ZR_26458_JOB)

This is a remote position.

Work Schedule:

• 20 hours per week, Monday to Friday, flexible between 9:00 AM – 5:00 PM (South Eveleigh, NSW timezone)
  

We are a fast-growing healthcare service provider in Australia dedicated to improving patient access to quality care. Our focus is on delivering seamless health management solutions by working closely with pharmacists, general practitioners, and patients. With a strong commitment to efficiency, accuracy, and patient support, we leverage technology and human care to ensure timely and reliable services across the country.

Role Overview

We are seeking a highly organized and detail-oriented Medica Admin Assistant to oversee the end-to-end process of referral intake, allocation, scheduling, and follow-up. This role requires strong communication skills, proactive coordination, and the ability to work across multiple stakeholders including pharmacists, GP practices, and patients.

Key Responsibilities

1. Referral Intake & Management

• Review and cross-check referral details against AI reader output, correcting inconsistencies as needed.
  

• Upload and organize referrals into the dashboard for tracking and visibility.
  

2. Referral Allocation

• Assign each referral to the most suitable pharmacist based on:
  

  • Patient location
    

  • Pharmacist availability
    

  • Monthly capacity limits
    

  • Service coverage areas
    

• Record all allocations in the dashboard to ensure proper tracking.
  

3. Consultation Scheduling

• Ensure every referral has a consultation scheduled within four business days of allocation.
  
• Enrol patients into the appropriate HubSpot workflow for automated reminders.
  

• Support different booking methods:
  

  • Patient-led: Patients use a HubSpot booking link to book directly into the pharmacist’s calendar.
    

  • VA-led: Contact patients via phone to coordinate bookings and liaise with pharmacists if needed.
    

  • Pharmacist-led: Where pharmacists schedule directly with patients, enrol them in HubSpot workflows for tracking.
    

4. Post-Consultation Follow-up

• Confirm that pharmacists upload completed HMR reports to the dashboard.
  

• Follow up on any missing or incomplete reports to maintain compliance and accuracy.
  

5. Fortnightly Reporting

• Prepare and submit reports for GP practices, including:
  

  • Completed HMRs
    

  • Declined referrals
    

  • Uncontactable patients
    

• Maintain billing records of completed referrals for each pharmacist.
  

• Populate HMR fee fields ($50–$70) based on travel allowance or service area.
  

6. Ongoing Liaison & Administration

• Act as the main point of contact for pharmacists and GP practices, providing support such as:
  

  • Resending reports
    

  • Following up on pathology results
    

  • Updating patient contact details
    

  • Rescheduling appointments
    

• Maintain and update the Standard Operating Procedure (SOP) covering all HMR referral types and booking methods.
  

Requirements

• Strong written and verbal communication skills in English.
  
• High level of accuracy, attention to detail, and reliability.
  
• Proficiency in Excel, Microsoft Office Suite, and Google Workspace.
  
• Fast learner with adaptability to changing priorities and workflows.
  
• Technical proficiency and confidence working with online tools and platforms.
  
• Prior experience handling outbound and inbound voice-based customer interactions.
  
• Excellent customer service orientation with the ability to build positive relationships.
  

Independent Contractor Perks

• Permanent work-from-home
  
• Immediate hiring