Medical Administration Coordinator

Medical Administration Coordinator – VSON

Specialists Full-Time | Fortitude Valley

Competitive remuneration based on level of experience

An exciting opportunity exists for an experienced, personable and highly organised Front Administration Coordinator to join the team at VSON Laser Vision Specialists.

VSON is a specialist refractive eye surgery practice providing a range of vision correction treatments. Our patients are at the centre of everything we do, and we pride ourselves on providing a personalised and exceptional experience from their first enquiry through to treatment and post-operative care.

We are looking for someone who loves working with people, enjoys being busy and takes genuine ownership of their work. You’ll be the welcoming face of VSON while also playing an important role in keeping our front office organised and our clinics running smoothly.

This is a hands-on role combining front desk reception, patient services and medical administration with responsibility for coordinating the day-to-day operation of VSON's front office and patient journey.

The Role

No two days at VSON are exactly the same. You’ll work closely with our doctors, optometrists, clinical team to ensure our patients are well looked after and the clinic operates efficiently.

You will be responsible for:

• Welcoming patients and creating a warm, professional and personalised experience.

• Managing the day-to-day operation of the front office.

• Answering incoming calls, emails and patient enquiries.

• Managing appointments, assessments, CRM, consultations and post-operative bookings.

• Establishing rapport and building relationships with patients to ensure they feel comfortable, informed, and supported throughout their time with VSON.

• Monitoring clinic flow and communicating with patients and the clinical team throughout the day.

• Processing payments, preparing accounts and completing daily reconciliations.

• Managing appointment changes, cancellations, waitlists and no-shows.

• Ensuring patient records, enquiries, and follow-up activities are maintained accurately within the CRM system.

• Supporting patient follow-up, recalls and outstanding administrative tasks.

• Maintaining accurate patient records and documentation.

• Monitoring front office and patient administration workflows to ensure tasks are followed through and completed.

• Working closely with our clinical team to coordinate the patient journey from assessment through treatment and post-operative care.

• Responding confidently and professionally to patient questions and concerns.

• Delivering exceptional customer service to maximise patient satisfaction, as measured through patient feedback, surveys, and reviews.

• Managing key administration tasks and generating reports required to support surgical patients and management.

• Supporting our CRM and patient communication processes.

• Identifying opportunities to improve front office processes and the overall patient experience.

• Providing general medical administration and completing other duties as required.

While this role has responsibility for coordinating the front office, it is very much a hands-on position. You will be actively involved in reception, patient communication, bookings and administration as part of your everyday role.

About You

We are looking for someone who is positive, organised, adaptable and genuinely enjoys working with people.

You will ideally have:

• Experience within healthcare, medical administration, or eye care will be highly regarded, though not essential.

• The ability to communicate authentically, empathetically and enthusiastically with people of all ages and backgrounds

• A naturally warm, friendly and professional manner.

• Strong organisational skills and excellent attention to detail.

• The ability to manage multiple priorities in a busy environment.

• Confidence dealing with patients both face-to-face and over the phone.

• A proactive approach and willingness to take ownership of tasks.

• The ability to work independently while being a genuine team player.

• Strong computer skills and confidence learning new systems.

• A commitment to providing an exceptional patient experience.

• The ability to communicate authentically, empathetically and enthusiastically with people of all ages and backgrounds.

• Our culture is professional yet friendly, fun, bright, and energetic with a great sense of humour. Everyone pitches into work as a team and gets things done. We enjoy people with a ‘can do’ attitude.

• Experience using practice management systems, CRM platforms, Medicare and medical billing would also be advantageous.

Why you should work with us

• Competitive remuneration based on your level of experience.
• A supportive and collaborative team environment
• We take our work seriously, but we don't take ourselves too seriously.
• We value and recognise hard work and commitment.
• Exposure to advanced eye surgery and technology

Hours & Role Snapshot

Hours: The applicant will be expected to work flexibly with other team members to ensure continuous and consistent cover for our patient “peak times”. This involves some evening and weekend work. Our team has good overall flexibility in terms of working hours (outside of peak patient times).

Interested?

If you are an experienced medical receptionist or administrator who is ready to take the next step and take greater ownership of the front office and patient experience, we would love to hear from you.

Please apply through SEEK with your resume and a brief cover letter telling us about your experience and why you would be a great fit for VSON.

Applications will be reviewed as they are received, and interviews may be conducted prior to the closing date.

Only shortlisted candidates will be contacted.