Medical receptionist

We are a busy, highly respected ENT and Audiology practice in South East Melbourne. We take pride in delivering exceptional, compassionate patient care while running a smooth, modern, and digitally integrated clinic.

Working within a small, cohesive, and collaborative team, we value efficiency, clear communication, and a positive working environment.

We are seeking an energetic, tech-fluent, and highly organised Part-Time Medical Receptionist to join our front-of-house team.

This role is responsible for managing our vibrant front desk, maintaining seamless patient flow during afternoon clinics, and supporting essential back-of-house clinical operations. You will be the primary point of contact for our patients.

• Warmly greet patients on arrival, manage check-ins, and maintain a welcoming waiting room environment.

• Communicate effectively and empathetically with patients, including those with hearing impairments or anxious family members.

• Process patient payments via EFTPOS and on the clinic software management system, including online Medicare claiming.

• Manage multi-provider appointment schedules across ENT specialists and Audiology services.

• Handle incoming phone enquiries, triaging urgent medical requests and maintaining schedule integrity.

• Keep wait times transparent and keep doctors informed of patient arrival status.

• Utilise specialist medical practice software ( Gentu ) for daily operations.

• Process incoming calls, correspondence, and electronic referrals/e-mails.

• Maintain strict patient record confidentiality and accurate database entry. Attention to detail is paramount.

• Perform clinical support tasks, including instrument cleaning with due training

• Ensure consulting and audiology rooms are restocked, clean, and prepped between clinics.

• Assist with general office running, mail distribution, and administrative errands as required.

• Software & Tech Agility: High degree of computer literacy and rapid adaptability to medical software suites, online booking platform and digital filing.

• Relevant Experience: Previous medical reception or healthcare administration experience required

• Multitasking Under Pressure: Demonstrated ability to remain calm, focused, and meticulous while triaging multiple competing priorities in a fast-paced environment.

• Communication: Exceptional verbal and written communication skills with strong interpersonal empathy.

• Sterilisation Skills: Familiarity with instrument sterilisation/infection control (or strong willingness to undergo full internal training).

• Availability: Available for immediate start to work

• Please do NOT apply if you are unable to work Friday afternoons (Schedule would be every Friday afternoon and negotiated other afternoons plus some morning shifts).

• A supportive, friendly, and rewarding small team culture.

• Remuneration reflecting your experience and tech capability.

• Thorough onboarding and handover support.

• Modern facilities with state-of-the-art digital systems.

Please submit your Resume and a brief Cover Letter detailing your experience with clinical software and your availability for afternoon shifts.

Checklist items to address in Cover letter:

1. Availability: Willingness to work afternoon shifts through to clinic close

2. Immediate Start: Are you available to start immediately or within 1 week

3. Software /Tech Proficiency: Which practice management software programs are you proficient in (e.g., Genie, Gentu, Best Practice, MedicalDirector

4. Prior medical reception experience?