Virtual Medical Operations Assistant - Sports & Exercise Medicine (006-00440)

Excellent spoken and written English with a clear, patient-friendly communication style. Strong attention to detail and confidence managing multiple clinical systems. Comfortable retrieving medical documents, chasing correspondence and managing clinical information accurately. High emotional intelligence with the ability to handle difficult customers, resolve issues calmly and communicate professionally. Skilled and adaptable with AI-based tools, including LLMs and custom GPTs. Enjoys working collaboratively, discussing ideas and helping refine systems. Able to work hours that substantially overlap with Sydney clinic hours. Ideally: experience in medical administration, nursing, physiotherapy, allied health or Australian medical workflows. Strong applicants from other customer-focused or operations roles will also be considered. Seeking a long-term role with genuine opportunities for growth.

Retrieve radiology reports and pathology results. Chase GP and specialist correspondence. Refine and format patient letters using AI-assisted dictation/transcription tools. Live-edit letters during dictation sessions. Coordinate simple telephone reviews and manage AI-assisted transcription. Prepare and finalize medical letters, ensuring correct filing and distribution. Process billing for outpatient consultations, including Medicare rebates. Learn and perform surgical assistant billing. Retrieve and organize relevant clinical documents prior to consultations. Assist in identifying suitable new consulting spaces. Optimize workflows and support problem-solving using LLM-based tools. Develop understanding of Australian healthcare privacy expectations. Take ownership of surgical assistant billing workflow. Develop and maintain a structured recall system. Set up and coordinate telephone reviews. Build and maintain a comprehensive SOP document. Assist with communication to referrers and physiotherapists. Help maintain a referrer database. Participate in collaborative discussions to refine processes. Assist with evaluating and setting up new consulting rooms. Help establish new telephone systems, booking systems, telehealth links and payment workflows. Contribute to the design and documentation of scalable processes. Assist in onboarding, supporting, and overseeing additional VAs.