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Melbourne Hand Therapy

Admin Assistant

The Practice

We are one of Melbourne’s largest hand therapy clinics and have been established since 1994 to provide specialised care for patients with hand or upper limb problems. We are a busy, progressive practice that is known for delivering excellent patient outcomes in a very supportive and close-knit team environment.

The Role

The position requires a medical receptionist to provide reception and general office support in consulting rooms located at La Trobe University Medical Centre in Bundoora.

Duties and responsibilities:

  • Ensure the efficient operation of reception by effectively assisting all patients with booking, payments and enquiries
  • Answer all phones calls professionally and promptly
  • Successfully operate the practices’ booking management system, Nookal (training can be provided) to process appointments, invoices and payments
  • Efficient debt recovery for all private and compensable patients for all practice locations.
  • Accurate and efficient entry of patient information and records
  • Perform general office duties – word processing, filing, and preparation of electronic client files
  • Preparation of treatment rooms for therapists and ensure the practice remains tidy at all times
  • Develop and maintain strong relationships with all staff and management to ensure the delivery of exceptional care and service standards
  • Understanding and application of practice policies and procedures

About You

The successful candidate will have:

  • Proven ability to manage front of house reception and administration duties in a medical practice, with a minimum of 2 year’s experience
  • Experience and efficiency in managing patient accounts, invoices and payments
  • Experience in appointment scheduling
  • Understanding of word processing and booking management systems
  • Friendly and professional manner with an exceptional eye for detail, strong communication and customer service skills
  • Ability to organise and prioritise a diverse range of activities and meet deadlines
  • Ability to co-operate with and support therapists, management and surgeons
  • Ability to work autonomously and show initiative
  • Compassion, professionalism, punctuality and respect for client confidentiality
  • Ability to work autonomously and show initiative

If you would like to work in a thriving business amongst a supportive team one day per week (Tuesdays) in addition to providing occasional leave cover, then we would love to hear from you.

  • Melbourne
  • Bundoora
    • Part Time
    • Posted 7 months Ago
    Melbourne Hand Therapy

    Upper Limb Physiotherapist

    Director – Jennifer Mathias

    Elgar Hill Medical Suites – Suite 7, 28 Arnold Street, Box Hill.

    The Upper Limb Physiotherapist is responsible for providing high quality assessment and treatment service to the patients of MHT.  In addition, precise and accurate reports of a high, professional standard are required for each patient.



    • Provide appropriate clinical management for all patients referred
    • Accurately complete all required administration (see below).
    • Maintain patient confidentiality
    • If the patient has been treated previously, email administration staff to obtain discharged history.


    Adherence to MHT’s values

    Collaborative care

    • Consult with the treating Surgeon or local Doctor to formulate and carry out individual treatment regimes
    • Treat the whole person and refer to additional services if required to optimise patient care
    • Recognises own level of competence and seek advice when necessary

    Go beyond

    • Own and take responsibility for the patient’s outcome
    • Be 100% committed to your patients

    Commitment to excellence

    • Utilisation of professional development allowance for relevant courses per year
    • Proven track record in demonstrating a commitment to continuing professional development and research (through attendance / presentation at relevant courses, ensuring up to date journal reviews)
    • Keep abreast of new developments in the area of hand therapy and upper limb rehabilitation\
    • Adherence to Minimum Standards

    Completion of administrative and communication requirements 100% completion of

    Initial assessment form, patient progress notes and correspondence letters to the referring body. This includes but is not limited to:

    • Completing initial letter to referring body
    • Completing initial letter if the patient has been recommended to attend but didn’t bring a referral
    • Inclusion of referral pad for new referrers or if patient attends with another company’s referral letter (or referral addressed to someone else)
    • Where feasible the letter of correspondence to be copied to other involved parties (i.e. GP)
    • All patient’s note’s to be completed within 48 hours of seeing the patient
    • Changing diagnosis on NOOKAL on the day of the initial appointment
    • Completing progress or discharge letter to referring body
    • Recording consultation details and equipment / consumable details on diary (all locations) and on the invoice (at satellite locations)


    • Completion of documentation to the established standards
    • Make own appointments at satellite locations and keep accurate patient notes on the computer system
    • Maintain a strong relationship with health care providers
    • All medical legal reports to convey information which is clear, comprehensive, accurate, concise and substantiated by facts
    • Participation in the management of MHT as directed, including attendance at all staff meetings
    • Ensure all equipment is maintained in good working order
    • Maintain adequate stock levels at clinics (consumables / supplies)
    • Obtain accreditation at required private hospitals
    • Maintain own professional indemnity insurance and provide copies to MHT management


    Ensure effective lines of communication are maintained to ensure optimal service and patient care:

    • Demonstrate ability to communicate with patients and colleagues
    • Liaise with support services to provide optimal patient care
    • Responsibility for being proficient in the use of computer systems and other technology required for patient care
    • Restrict discussions of patient information to ‘private’ areas
    • Maintenance of the privacy of patient medical records


    Actively promotes team development within the Practice

    • Contributes to a strong team approach
    • Develop and foster a clinical workplace interest
    • Awareness of and compliance with discrimination, harassment and bullying policies and procedures


    Promote a working environment supporting OH&S:

    • Ensure safe patient handling, safe application of electrotherapy modalities, safe splinting practices and safe wound management practices
    • Maintain all equipment used in the area in a safe manner
    • Be aware of the safety emergency procedures within the setting in which you are working
    • Be informed of and abide by modern infection control standards
    • Completion of accurate incident reports.
    • Identify, minimise and report hazards, near misses and injuries immediately
    • Adhere to OH&S principles and standard precautions



    • Bachelor of Occupational Therapy or Physiotherapy or equivalent
    • Post-Graduate qualifications desirable
    • Current registration of AHPRA
    • Accredited Hand Therapist (as awarded by Australian Hand Therapy Association) or Associate membership of the Australian Hand Therapy Association striving towards full membership
    • Current Victorian Driver’s License


    • Relevant experience and knowledge of assessing and treating patients with upper limb problems
    • Superior written and verbal communication skills
    • Advanced knowledge of current clinical rationale and practice
    • Commitment to continued professional development in hand therapy / upper limb rehabilitation
    • Splinting and wound management skills
    • Excellent interpersonal skills
    • Able to organise and prioritise a large number of diverse activities and meet deadlines
    • Ability to adapt patient schedule to accommodate urgent requests from surgeons, other senior medical practitioners and management
    • Strong analytical skills
    • Knowledge of industry ethics and good business practice
    • Excellent patient care and service skills



    • A self-starter rather than a person who passively accepts situations
    • Takes action to resolve problems or improve performance without having to be asked or directed and looks for better ways to do things
    • Contributes ideas, opinions and suggestions and is prepared to act independently based on own convictions and beliefs

    Oral Communication/Presentation

    • Expresses and presents ideas effectively in individual and group situations
    • Adjusts language or terminology and method of presentation to the characteristics and expectations of the audience and the circumstances

    Relationship Building

    • Establishes and maintains open, comfortable relationships with people
    • Commands attention and respect
    • Shows understanding and consideration of the circumstances and the concerns and feelings of others

    Planning and Organising

    • Establishes courses of action for self or others to accomplish specific goals
    • Allocates their time and effort to achieve deadlines and modifies plans in the light of changing circumstances

    Cooperation and Collaboration

    • Actively contributes to the work group and maintains effective work relationships
    • Readily volunteers and exchanges information and ideas and provides constructive input
    • Supports the Practice’s business strategy – mission, vision and values


    • Appearance, dress and general behaviour will be in keeping with the required standards and professional image of the Practice
    • No smoking or consumption of alcohol is permitted while on duty
    • The employee will comply with all Practice policies in operation from time to time.

    Note – While this position reports to the Director, the line of reporting may be changed by direction of the Director from time to time and as appropriate.

    I acknowledge receipt of and understand details contained in the Position Description detailed above.

    • Melbourne
    • Box Hill
      • Full Time
      • Posted 12 months Ago
      Google Rating
      Based on 235 reviews