Virtual Medical Receptionist / Admin Assistant
Work From Home | Philippines-Based Only | ACST Time Zone
Position Details
Position: Virtual Medical Receptionist & Admin Assistant
Type: Full-Time (Permanent – 40 hours/week)
Schedule: Monday to Friday, during Australian business hours (Australian Central Standard Time - ACST)
Salary: $700–$1,000 AUD per month (depending on experience)
Location: Remote (Philippines only)
Pay Increases: Based on performance and contribution
Job Overview
ProMind Psychology, is a welcoming and professional private practice in Australia. We're seeking a detail-oriented Virtual Medical Receptionist/Administrative Assistant to join our team long-term, working alongside our established team.
This is a dual-role: your role will be to work alongside our existing “in-person” team in Australia. Your role will, in the first instance, primarily be behind the scenes on admin operations and provide direct assistance to the clinic’s Practice Manager on a daily basis and also, supporting the Director of our practice.
As you gain more experience, you may also be required to take client phone calls and support new bookings.
If you're calm under pressure, are self motivated, love structure, and enjoy helping people – we’d love to hear from you.
Responsibilities
Admin + Director Support
- Enter client data and information as referrals are received
- Respond to client emails and maintain inboxes
- Schedule appointments and update client records
- Process Medicare claims and send invoices
- Track diary compliance and monitor cancellations/reschedules
- Prepare client intake details and back-end documentation
- Send GP letters and other correspondence as requested by the team
- Support the Director with diary planning, task tracking, and project coordination
- Work toward clear KPIs (e.g., response times, diary accuracy, booking rates)
- Support the Director in executive assistant tasks, as required
Front-of-House (Client-Facing Tasks) - future inclusion
- Answer phone calls and assist clients with enquiries and bookings
- Make outbound calls to follow up with clients and confirm appointments
- Explain services clearly and confidently over the phone
- Support service conversion by guiding new clients through options
- Process payments and explain Medicare rebates
- Provide warm, professional support that reflects the clinic’s values
What We’re Looking For
We are looking for someone who is:
- Highly organised and reliable
- Professional, calm, and confident in client interactions
- Comfortable taking initiative while following clear processes
- Detail-oriented and consistent in communication
- Highly competent speaking and communicating in English
- Willing to learn and open to feedback
- Loyal and committed to long-term remote work
- Confident with phone-based communication and sales support
- Comfortable working to performance targets and KPIs
Training & Support Provided
We want you to succeed – and feel confident from day one.
- Full training will be provided
- You’ll have access to a full database of step-by-step training videos and written instructions
- Scripts, templates, and system walkthroughs are all available
- Ongoing support is provided directly from the Director and Practice Manager
We believe in clear processes, high standards, and giving our team the tools they need to thrive.
Technical & Workspace Requirements
- A reliable laptop or desktop computer
- A quiet, professional home office setup
- High-speed internet (minimum 10 Mbps)
- A quality headset with noise cancellation to use with our soft-phone technology
- A webcam for meetings and communication
Bonus (Not Required but a Plus)
- Experience in medical, allied health, or psychology reception
- Knowledge of Australian Medicare processes
- Experience with practice management systems or CRMs
How to Apply
To apply, please send:
- Your Resume
- A Short Cover Letter explaining why you're a good fit for the role
Shortlisted applicants may be invited to complete:
- A brief written task
- A short recorded scenario
- A few follow-up questions about availability and fit
You will be compensated for your time throughout the short-listing process. Each task is expected to take less than 20 minutes, and payment will be provided for each completed task. We value your time and appreciate your effort in helping us find the right fit for our team.
These steps help us get a feel for your communication style and how you’d work with our clients. Clear instructions, scripts, and support materials will be provided.
To confirm that you have read the full job ad carefully, please include the phrase "I am detail-oriented and excited to support the ProMind Psychology team remotely" at the very start of your cover letter.
Job Type: Full-time
Pay: Php700.00 - Php1,000.00 per month
Benefits:
- Health insurance
- Paid training
- Pay raise
- Work from home
Schedule:
- 8 hour shift
- Monday to Friday
Supplemental Pay:
- 13th month salary
- Anniversary bonus
Application Question(s):
- My English writing skills are excellent
Experience:
- Admin Support: 2 years (Required)
Language:
- English (Required)
Work Location: Remote
Application Deadline: 06/09/2025
Expected Start Date: 07/01/2025