Volunteer Medical Office Assistant jobs

Support Services Employee - Level 3/4 (dependent on experience) | Salary: above award, commensurate with experience | Part-time / Casual negotiable

This position is open to female applicants only. This is a genuine occupational qualification under s31 of the Anti-Discrimination Act 1977 (NSW).

Women's Health Road (WHR) is a multidisciplinary women's health clinic offering expert care in Gynaecology, Pelvic Floor Physiothrapy, General Practice, Psychiatry and Mental Health Support and Insomnia Treatment. We take pride in our patient-centric, digitally enhanced model and are setting a new standard in women's health care.

We're looking for a Practice Assistant who wants more than a standard admin role. This position sits at the centre of a fast-moving, digitally forward clinic - supporting reception and billing, but also clinical procedures, surgical coordination, patient education content, digital systems, and even research and grant work. If you're the kind of person who sees a gap in a process and fixes it without being asked, who picks up new software in an afternoon, and who wants a job that grows with your capability, this is built for you.

What makes this role different

• Genuine variety: reception, billing, clinical/procedural support, surgical list coordination, and digital/content projects
• High trust and autonomy: you'll be expected to manage your own workload, flag issues before they escalate, and improve processes, not just follow them.
• Real digital exposure: MediRecords, Heidi (AI clinical scribe), patient portals, Voluson ultrasound systems, and ongoing digital ecosystem projects.
• A pathway to grow: contribute to grant writing, research projects, clinical education content, and practice improvement initiatives as your confidence builds.

You'll thrive here if you are:

• Proactive
• Digitally confident
• A strong problem-solver
• Comfortable working independently
• Willing to stretch beyond basic admin

Position Overview

The Practice Assistant provides high-level, hands-on support across clinical, administrative, digital and patient-experience functions at WHR. This is a broad, hybrid role for someone who wants genuine ownership over their work: you'll support patients directly, assist practitioners in clinical settings, manage billing and records, and contribute to the digital systems and content that keep the practice running smoothly. The ideal candidate treats this as a role to grow into, not a fixed job description - bringing initiative, sound judgement, and a willingness to take on new responsibilities as it arises.

Key Selection Criteria

• Demonstrated proactivity - evidence of identifying problems and acting on them without being directed.
• High digital literacy - confident across Microsoft Office / Google Workspace, EMR/clinical software (e.g. MediRecords, Gentu or equivalent), and comfortable adopting AI-assisted tools (e.g. Heidi).
• Strong, practical problem-solving skills
• Proven ability to work independently and prioritise a varied, fast-changing workload.
• Willingness and capacity to work beyond a basic admin remit
• Excellent interpersonal skills and a calm, empathetic manner with patients, including in sensitive women's health contexts.
• Sound understanding of (or willingness to quickly learn) patient privacy obligations, Medicare/PHF billing, and medical record-keeping standards.

Key Responsibilities

Reception & Patient Management

• Assist in patient intake and registration processes, ensuring accuracy and compliance
• Schedule and coordinate patient appointments, provider calendars, and clinical meetings
• Respond to patient enquiries regarding appointments, billing, and procedures with professionalism and empathy
• Prepare, edit, and maintain correspondence, reports, referrals, presentations, and patient records in compliance with patient privacy laws
• Maintain up-to-date patient records and ensure prompt retrieval for clinical staff
• Facilitate communication between patients, healthcare providers, and insurance agencies

Billing & Financial Administration

• Create and explain Informed Financial Consents (IFCs); process patient invoices, receipts, and payments
• Process and monitor Medicare and private health fund claims, resolving errors as they arise.
• Manage patient surgical billing and follow up on outstanding invoices

Clinical Support

• Assist as needed for any out-patient procedures (e.g. IUD insertions, iron infusions) and organise pathology courier/specimen handling
• Maintain and stock clinical equipment: crash cart, bloods trolley, sterilised instruments, ultrasound disinfection
• Coordinate surgical lists - liaising with hospitals and surgeons, preparing consents/IFCs, referrals and required documentation
• Upload surgical images/reports for the clinical director

Digital Systems & Content

• Use and troubleshoot clinical software (MediRecords, Heidi, Viewpoint) day-to-day, escalating technical issues as needed.
• Support ongoing digital/practice-improvement projects (patient pathways, integrations)
• Contribute to social media content

Research & Practice Development

• Assist with clinical/procedural research to keep the practice current with best-practice care
• Support grant research, writing, and applications

Executive & General Support

• Provide administrative support to the clinical director (travel, scheduling, correspondence) as required
• Maintain a clean, well-stocked, and welcoming clinic environemtn; manage supply orders and facilities upkeep.

Qualifications & Experience

• Prior experience in an administrative, medical reception, or medical/nursing assistant role is highly regarded.
• Certificate III/IV in Health Administration/Medical Practice Assisting or a related field is an advantage but not essential - training and support will be provided for clinical support duties.
• Experience with EMR/clinical software and Medicare/PHF billing processes is an advantage.
• Current (or willingness to obtain) a National Police Check, First Aid Certification, and immunisation records appropriate for a clinical environment.

What we offer

• Genuine variety and scope to grow the role around your strengths and interests.
• Exposure to cutting-edge digital health tools.
• Support for professional development, training, and industry events.
• Involvement in research and grant projects related to women's health.
• A supportive, inclusive team culture witha genuine focus on staff and patient wellbeing.
• Flexible working hours.

Pay: $30.00 – $35.00 per hour

Benefits:

• Employee discount
• Paid volunteer leave
• Work from home

Application Question(s):

• What motivates you to work in women's health care?
• What Microsoft Office / Google Workspace / EMR systems are you confident using?
• Describe a time you noticed a problem at work and fixed it without being asked - what did you do?

Experience:

• Medical administration: 1 year (Preferred)
• Customer service: 1 year (Preferred)

Licence/Certification:

• First Aid Certification (Preferred)
• Working with Children Check (Preferred)

Work Authorisation:

• Australia (Required)

Work Location: In person