Clinic Coordinator

We’re partnering with a leading specialist medical clinic to recruit a Patient Services Coordinator to join their close-knit team. This is a fantastic opportunity for someone with strong customer service skills and medical administration experience to step into a fast-paced, patient-facing role within a supportive clinical environment. About the Role
As the first point of contact for patients and visitors, you’ll play a key role in delivering an exceptional patient experience while managing end-to-end front desk and administrative functions.
This is a busy, high-contact reception role with a strong focus on patient communication, appointment coordination, billing, and supporting smooth clinic operations. You’ll also play an important role in patient conversion - building rapport, guiding patients through their journey, and ensuring they are supported from enquiry through to procedure.
You’ll be supported by an experienced Practice Manager, full-time administrative staff, and clinical teams, with structured training and handover provided.

Key Responsibilities

• Act as the first point of contact for patients, doctors, and visitors, delivering professional and empathetic customer service at all times
• Manage incoming calls, emails, and front desk enquiries in a timely and accurate manner
• Schedule, confirm, and coordinate patient appointments and manage patient flow at reception
• Check patients in and ensure a smooth, welcoming front-of-house experience
• Process patient billing, including receipting, invoicing, banking, and basic reconciliations
• Maintain accurate patient records and update practice management (PMS/EMR) systems
• Support surgical and hospital booking processes, including coordination of required documentation where applicable
• Handle patient enquiries, concerns, and follow-ups with clear, timely communication
• Build rapport with patients to support engagement and conversion through the treatment journey
• Ensure confidentiality, privacy compliance, and accurate documentation at all times
• Assist with general clinic administration including inbox management and ad hoc support to clinicians and the Practice Manager
• Maintain a clean, organised, and professional reception and waiting area
• Follow clinic procedures for opening/closing, escalation, WHS, and risk management requirements
• Contribute to a collaborative team environment and participate in continuous improvement initiatives

 
About You

• Experience in a medical, hospital, or healthcare administration environment (preferred)
• Strong customer service background with confidence in a high-volume, patient-facing role
• Excellent communication skills (phone, written, and face-to-face)
• Comfortable with billing, Medicare/private health processes (basic understanding required)
• Strong multitasking ability with a proactive, “make it happen” attitude
• Outgoing, personable, and confident—able to engage and build rapport easily
• Team-focused and aligned to a close-knit, high-performing culture
• High attention to detail and strong organisational skills
• Proficient with Microsoft Word, Excel, and medical practice systems (EMR/PMS)

Role Details

• Full-time position (38 hours per week)
• Operating hours: 7:30am – 6:00pm, Monday to Friday
• Includes 1-2 Saturday per month (approx. 3 hours, on rotation)
• $32–$38 ph + Super DOE
• Immediate start preferred

Why Apply?

• Join a well-supported, patient-focused clinic with strong team culture
• Hands-on role combining administration, customer service, and patient engagement
• Strong onboarding and ongoing support
• Performance-based incentives including KPI bonuses and recognition awards
• Opportunity to work in a high-performing, people-first healthcare environment
• This is a supportive, close-knit clinic where teamwork and personality matter. The team is collaborative, upbeat, and high-performing, with strong support from doctors and leadership.