Virtual Medical Operations Assistant – Sports & Exercise Medicine

Job not on LinkedIn

4 hours ago

Apply Now

Receive Emails with Similar Jobs

Hunt St

WebsiteLinkedInAll Job Openings

Recruitment • HR Tech • B2B

Hunt St is an Australia-based recruiting firm founded by brothers Shaun and Eliot with the aim of helping small and medium-sized enterprises (SMEs) hire top offshore talent directly, avoiding the high costs associated with traditional outsourcing agencies. The company offers a unique one-time finder's fee model, enabling clients to save significantly on recruitment costs. They provide comprehensive services including job postings, candidate screenings, interviews, and legal support for compliant remote hiring. Hunt St specializes in sourcing talent from countries like the Philippines, Nepal, Indonesia, and India, offering a transparent and ethical hiring process that allows businesses to provide fairer compensation to employees while ensuring stringent security and compliance measures are met.

2 - 10 employees

🎯 Recruiter

👥 HR Tech

🤝 B2B

📋 Description

• Retrieve radiology reports and pathology results from imaging and pathology portals. • Chase GP and specialist correspondence directly from practices via phone or email (operative reports, specialist letters, physio notes). • Work with AI-assisted dictation/transcription tools to refine and format patient letters, then upload them into medical software (Shexie, Xestro) with correct recipients. • Live-edit letters during dictation sessions, including rapid review while the doctor is between clinics. • Coordinate simple telephone reviews by organising 3-way calls and managing AI-assisted transcription during these calls. • Prepare and finalise medical letters; ensure correct filing and accurate distribution across clinic systems. • Process billing for outpatient consultations, including Medicare rebates for telephone and video consulting. • Learn and perform surgical assistant billing, including correct item usage and monthly reconciliation. • Retrieve and organise relevant clinical documents prior to consultations. • Assist in identifying suitable new consulting spaces as the practice expands. • Become confident and effective using LLM-based tools (including custom GPTs) to optimise workflows and support problem-solving. • Develop a working understanding of Australian healthcare privacy expectations, especially regarding secure handling of clinical information. • Take ownership of the full surgical assistant billing workflow and maintain accurate reconciliation. • Develop and maintain a structured recall system for telephone reviews (injection follow-up, imaging results, physio-shared care). • Set up and coordinate telephone reviews, prepare briefings and draft letters afterwards. • Build and maintain a comprehensive SOP document covering all workflows and processes. • Assist with communication to referrers and physiotherapists when needed (emails, updates, clarifications). • Help maintain a referrer database to support relationship-building and future clinic marketing. • Participate in regular collaborative discussions with the doctor to refine processes, improve efficiency and help shape emerging clinic systems. • Assist with evaluating and setting up new consulting rooms, including workflow design and software setup. • Help establish new telephone systems, booking systems, telehealth links and payment workflows for the new clinic. • Contribute to the design and documentation of scalable processes as the practice grows. • Opportunity to assist in onboarding, supporting and eventually overseeing additional VAs as an operations team develops.

🎯 Requirements

• 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, to streamline tasks and improve efficiency. • Enjoys working collaboratively, discussing ideas and helping refine systems - not just following rigid checklists. • Able to work hours that substantially overlap with Sydney clinic hours. • Ideally: experience in medical administration, nursing, physiotherapy, allied health or Australian medical workflows; however strong applicants from other customer-focused or operations roles will also be considered. • Seeking a long-term role with genuine opportunities for growth, increasing responsibility and future team involvement.