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 client’s decision.
  

Requirements

• 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 job—not a side gig or freelance task
  

Benefits