Medical Virtual Assistant

Full-Time | Long-Term Stability | Competitive Salary

We are looking for a dedicated, detail-oriented Medical Virtual Assistant to support an Infectious Disease Physician in Australia. The practice uses Halaxy as the primary practice management system, so prior experience with Halaxy is essential. A medical background is preferred, but candidates with 5+ years of experience as a Medical VA will also be considered. You must be capable of handling sensitive patient interactions, managing urgent inquiries, and supporting clinical workflows with professionalism and confidentiality.

Key Responsibilities:
- Halaxy Practice Management
- Manage all admin tasks within Halaxy, including patient records, appointment scheduling, invoicing, and correspondence.
- Handle Medicare/DVA/private billing and claims directly within the Halaxy platform.
- Generate reports, manage waitlists, and ensure practitioner calendars are accurate and efficient.

Patient & Practice Support:
- Schedule, confirm, and manage appointments, including urgent or last-minute bookings.
- Respond to patient inquiries via phone, email, or SMS promptly and with empathy.
- Manage incoming referrals, documents, and follow-ups to support continuity of care.
- Provide admin support to the physician, including medical letters, report formatting, and inbox management.

Medical Admin & Compliance:
- Ensure confidential handling of patient data in line with Australian privacy laws.
- Support triage of inquiries and referrals when necessary.
- Liaise with GPs, pharmacies, and other specialists as required.

Job Requirements:
- Proven experience using Halaxy is required.
- Background in healthcare is preferred (e.g. medical receptionist, nurse, allied health admin).
- If no medical background, must have 5+ years of experience as a Medical Virtual Assistant.
- Strong communication skills in English (verbal and written).
- Understanding of Australian healthcare systems, Medicare, and billing processes.
- Tech-savvy with proficiency in Google Workspace, Microsoft Office, and telehealth platforms (e.g., Zoom, Coviu).
- Ability to work Australian business hours reliably.

Perks:
- Full-time, long-term role with a stable workload.
- Supportive, respectful working environment.
- Opportunities for performance-based bonuses and progression.
- Training and onboarding provided.

Salary:
Competitive, based on experience. Paid weekly or fortnightly.

To Apply for the Role:
Change the subject line to: “Infectious Disease Physician”

Please answer the following questions:
Q1. How would you deal with someone who inquired and needed to be served urgently?
Q2. Have you ever had to triage inquiries? If so, how did you do that?
Q3. Please include your WhatsApp number and attach your CV.
Q4. Kindly send a 1 minute loom video introducing yourself.

IMPORTANT: Applications that do not follow these instructions will not be considered. If shortlisted, we will schedule a Google Meet interview with video required.

Looking forward to meeting the right candidate!