Job Highlights:

• Schedule: 8:00 am - 12:00 pm, Canberra Time Zone

Role Overview:

The Clinic Administrative Assistant is responsible for ensuring smooth administrative operations, effective communication with clients, timely processing of payments, accurate documentation, and compliance with clinic procedures.

This role requires strong attention to detail, excellent written communication skills, and the ability to prioritize tasks efficiently in a fast-paced clinical environment.

Key Responsibilities:

1. Client Scheduling & Communication

• Manage daily appointment scheduling, rescheduling, and cancellations in Power Diary.
• Respond to client emails (approx. 30+ daily) professionally and promptly.
• Manage incoming calls and return missed calls in a timely manner.
• Maintain professional, compassionate communication with clients, GPs, insurers, and external providers.

2. Client File Management

• Accurately upload, copy, and file session notes into correct client records.
• Ensure all administrative tasks arising from sessions are completed the same day.
• Maintain confidentiality and comply with clinic privacy standards.
• Update and organize clinical files, documents, referral notes, and GP details.

3. Payments & Financial Administration

• Process daily Stripe/Power Diary payments.
• Issue receipts and follow up failed or declined payments.
• Prepare the Monthly Unprocessed Payments Report by the 15th of each month.
• Record reasons for unpaid sessions and communicate with clients where required.

4. Report & Letter Management

• Prepare and submit AHTR reports for Comcare/WorkCover clients.
• Draft GP review and discharge letters (turnaround: within 3 business days).
• Maintain templates and ensure all reports are sent correctly via secure messaging or email.

5. Insurer Liaison & Case Management

• Communicate with insurers regarding approvals, funding, and billing.
• Follow up unpaid invoices every 3 business days via email or phone.
• Maintain detailed communication logs for all insurer interactions.
• Notify clients when appointments require insurer approval.

6. Client Follow-Up Tasks

• Send weekly check-in emails for clients who cancel without reason.
• Run bi-monthly reports for clients not seen in 2 months and initiate follow-up or discharge.
• Manage waiting list clients and fill cancelled appointments.

7. General Administration

• Prepare and send forms, intake documentation, and consent forms.
• Attach MYOB invoices and clinical documents where required.
• Perform all other administrative tasks as directed by the psychologist.
• Maintain exceptional accuracy across all documentation.

Requirements:
Essential Skills

• Proven experience in administration (health or psychology setting preferred).
• HIPAA trained
• Strong written and verbal communication skills.
• Strong organizational skills and ability to prioritize.
• High attention to detail with zero tolerance for errors in client files.
• Ability to handle confidential and sensitive information.
• Comfortable using technology and multiple software systems.

Technical Requirements
Proficiency with:

• Power Diary (or similar practice management systems)
• Stripe
• Microsoft Office / Google Suite
• Email management
• Ability to manage workflows independently in a remote setting.

Personal Attributes:

• Reliable, punctual, and consistent in completing tasks.
• Strong sense of responsibility and professional integrity.
• Calm, compassionate, and client-centered communication style.
• Able to follow structured SOPs without deviation.
• Fast learner; able to adapt to clinic procedures quickly.
• High efficiency and excellent time management

Independent Contractor Perks:

• Health Insurance Coverage for eligible locations
• Permanent work-from-home
• Immediate hiring