- Workplace
- Remote
- Type
- Part-time
- Department
- Healthcare
- Source
- RecruiterFlow
Description
The snapshot
Staffstream is hiring a Medical Virtual Assistant for an Australian telehealth and healthcare services business that connects patients with practitioners through a digital-first service model. The business supports a network of practitioners and allied health professionals, and runs on Halaxy for bookings, billing, practitioner profiles, and clinical administration.
You'd be the friendly, reliable face of the service, acting as its remote front desk. That means managing patient bookings and enquiries, processing Medicare and private billing, keeping patient records accurate, and using your Halaxy knowledge to help keep the platform running smoothly for practitioners. This is a medical reception and administration role, not a general IT role, and the more deeply experienced you are in Halaxy, the faster you'll add value. This role is open to candidates based in the Philippines.
What you will actually do
Medical reception and patient management
- Respond promptly and professionally to patient enquiries and appointment requests by phone, email, and patient portal, so every interaction reflects the warmth and reliability expected in healthcare.
- Book, confirm, reschedule, and cancel appointments in Halaxy, managing practitioner calendars and making sure patients receive timely confirmations and reminders.
- Keep patient records in Halaxy accurate and complete, including demographic details, Medicare details, referral documents, and clinical administration notes, in line with privacy obligations.
Medicare billing and revenue processing
- Process billing for consultations across bulk billing, gap billing, and private billing workflows, using the correct Medicare item numbers and telehealth-specific billing rules.
- Submit Medicare and private health fund claims through Halaxy, track claim status, and resolve and resubmit rejected or unpaid claims.
- Process patient payments, issue receipts, and answer billing questions clearly, including rebates and out-of-pocket costs.
Halaxy administration and configuration
- Work confidently in Halaxy at an advanced level, managing practitioner profiles, service item setup, billing configurations, appointment types, and platform settings.
- Support Halaxy setup tasks as needed, including setting up new practitioners in the platform and configuring billing rules.
- Troubleshoot billing errors, booking problems, and configuration inconsistencies, and escalate complex issues that need deeper technical help.
Compliance, documentation, and privacy
- Handle patient information with discretion and care, maintaining records and documentation in line with Australian privacy legislation and the business's confidentiality standards.
- Keep clinical administration records complete, current, and easy for practitioners to access.
Patient communication and coordination
- Keep patients informed throughout their care journey with scheduling updates, billing information, and referral coordination support.
- Coordinate between practitioners, patients, and external providers so everyone has the information they need for timely care.
- Support broader administrative work across the practitioner network, including operational workflows and reporting, as needed.
What you need to bring
- Hands-on Halaxy experience in a medical reception, healthcare administration, or allied health setting. Depth matters more than familiarity, and you should be able to speak specifically to your Halaxy experience across reception, billing, and system administration.
- Practical Medicare billing experience, including bulk billing, gap billing, and private billing, telehealth item numbers, and the ability to identify, resolve, and resubmit rejected or unpaid claims.
- Strong knowledge of Australian Medicare billing rules, including item number application, telehealth billing requirements, and the compliance obligations that come with claiming.
- Medical reception or healthcare administration experience, with a clear understanding of patient management and appointment coordination in a clinical or telehealth environment.
- Excellent spoken and written English: professional, warm, and confident representing the service with patients and practitioners.
- High attention to detail in data entry, billing, and patient records, knowing that errors in clinical billing carry compliance and financial consequences.
- A privacy-conscious, patient-focused approach, with the self-discipline to manage a healthcare administration workload independently while working remotely.
Nice to have
- Experience with Halaxy setup, configuration, or onboarding, such as practitioner profile setup, service item configuration, and billing rule management.
- Background in telehealth, allied health, general practice, or a similar healthcare environment, and familiarity with the patient journey in virtual care.
- Familiarity with private health fund claiming and the workflows around gap and private billing.
The setup
- This role is open to Philippines-based candidates, working part-time and fully remote.
- This is an independent contractor position.
- You'll need to provide your own equipment, including a reliable computer, a headset for patient calls, and a stable internet connection.
- You'll report into the business's clinical and operations leadership and work alongside the wider practitioner network.