Medical Executive Assistant

This is a remote position.

• Monitor all incoming referrals for psychiatrists and psychologists.
  
• Enter referrals and supporting documents accurately into Halaxy.
  
• Send referrals to the appropriate clinician for review.
  
• Maintain live referral trackers showing the date received responsible clinician current status follow-up required and outcome.
  
• Monitor referrals until they have been accepted declined or redirected.
  
• Send approved automated emails and correspondence to patients and referrers.
  
• Arrange appointments and update Halaxy following acceptance.
  
• Follow up with clinicians patients and referrers when information or a response remains outstanding.
  
• Ensure that no referral is overlooked.
  

• Answer all incoming telephone calls promptly and professionally during business hours.
  
• Assist patients with routine enquiries regarding referrals appointments and VCMH services.
  
• Record messages accurately and direct clinical or complex matters to the appropriate person.
  
• If unable to answer a question advise the caller that further information will be obtained investigate the matter and ensure the caller receives a timely response.
  
• Escalate urgent clinical or sensitive matters according to the agreed procedure without providing clinical advice.
  

• Maintain a live IME tracker covering referrals appointments report due dates completed reports and outstanding work.
  
• Before each assessment prepare the appropriate IME report template with the relevant examinee claim and appointment details.
  
• Review the provided records and prepare an accurate concise summary of the documentation.
  
• Ensure the letter of instruction and all questions are included in the template.
  
• Maintain a log of outstanding reports and medico-legal tasks.
  
• Format completed reports and check spelling grammar names dates pronouns numbering and overall consistency.
  
• Return reports to the client for final clinical review and approval.
  
• Send approved reports securely and record the date of submission.
  

• Provide executive and administrative support to the client across his professional and personal activities.
  
• Manage assigned tasks reminders appointments correspondence documents and follow-ups.
  
• Maintain an organised task list and ensure that instructions are followed through to completion.
  
• Liaise with businesses service providers and other contacts as directed.
  
• Undertake research bookings document preparation and other reasonable professional or personal tasks assigned by the client.
  
• Exercise discretion and maintain strict confidentiality in relation to all professional financial and personal matters.
  
• Provide regular updates and promptly identify tasks requiring the clients decision.
  

• Experience in medico-legal administration or executive assistance is desirable.
  
• Understanding of NDIS compliance is highly preferred.
  
• Knowledge of Halaxy and experience in medical administration.
  
• Excellent spoken and written English.
  
• A professional courteous and reassuring telephone manner.
  
• Excellent attention to detail and a high level of accuracy.
  
• Strong Microsoft Word email and document-formatting skills.
  
• Ability to manage live trackers competing deadlines and follow-up tasks.
  
• Strong organisational problem-solving and time-management skills.
  
• Ability to work independently follow instructions and complete tasks without repeated prompting.
  
• Flexibility and willingness to undertake a range of professional and personal administrative tasks.
  

• Discipline and commitment to set working hours (strict shift times not flexible)
  
• Use of time tracking software during work hours
  
• Active participation in team and client calls with your camera ON
  
• Consistent availability and responsiveness throughout your shift
  
• Treating this as a long-term full-time jobnot a side gig or freelance task