Medical Assistant

Company Description VX Indonesia is committed to supporting team members in building meaningful and sustainable careers. Based in Indonesia, the organization emphasizes both professional and personal development through continuous learning and training opportunities. VX fosters a culture that values innovation, collaborative problem-solving, and transparent communication. Team members are encouraged to maintain a healthy work-life balance while growing their skills and advancing within the company. The environment is designed for individuals who seek ongoing growth and a supportive workplace.

Dietitian Clinic | Virtual / Remote Role

About the Role

We are seeking an organised, professional and confident Medical Administration Virtual Assistant to provide administrative and patient support for a busy dietitian clinic.

The ideal candidate will have experience working within a healthcare or allied health environment and be comfortable communicating directly with patients via phone and email. This role requires excellent English communication skills, strong attention to detail and the ability to confidently manage enquiries and administrative tasks independently.

Key ResponsibilitiesPatient Enquiries & Communication

• Answer inbound patient calls professionally through Dialpad.
• Make outbound calls to patients, prospective patients and other relevant contacts as required.
• Respond to general enquiries regarding appointments and clinic services.
• Follow up new patient enquiries via phone and email.
• Provide friendly, professional and empathetic customer service.
• Escalate clinical or sensitive enquiries to the appropriate practitioner rather than providing medical advice.

Appointment & Diary Management

• Schedule, reschedule and cancel patient appointments.
• Manage practitioner calendars and appointment availability.
• Send appointment confirmations and reminders.
• Follow up cancellations, missed appointments and outstanding bookings where required.
• Ensure patient information and appointment details are accurately recorded.

Halaxy Practice Management

• Use Halaxy to manage patient records, appointments and clinic administration.
• Maintain accurate and confidential patient information.
• Update patient details and administrative records.
• Assist with invoicing, payments and other administrative functions within Halaxy as required.

Medicare & Accounts Administration

• Assist with administration relating to Australian Medicare rebates and claiming.
• Understand or be willing to learn common Medicare processes relevant to dietitian/allied health services.
• Assist with invoices, receipts and payment enquiries.
• Ensure referrals and relevant documentation are recorded correctly.
• Escalate complex Medicare or billing matters where necessary.

General Clinic Administration

• Monitor and organise the clinic inbox.
• Follow up outstanding patient enquiries and administrative matters.
• Maintain accurate digital records and documentation.
• Assist practitioners with day-to-day administrative tasks.
• Follow clinic procedures regarding patient privacy and confidentiality.
• Complete other administrative tasks as required to support the smooth operation of the clinic.

Requirements

The successful candidate should have:

• Experience using Halaxy practice management software – highly preferred.
• Previous experience in medical, healthcare or allied health administration preferred.
• Fluent English with excellent written and spoken communication skills.
• Confidence handling both inbound and outbound patient calls.
• Experience using Dialpad, or confidence learning the platform quickly.
• Strong email communication and follow-up skills.
• Familiarity with Australian Medicare rebates and claiming processes, or a strong willingness to learn.
• Excellent attention to detail and accuracy when handling patient information.
• Strong organisational and time-management skills.
• Ability to manage multiple enquiries and administrative tasks independently.
• Professional, friendly and patient-focused communication style.
• Understanding of the importance of privacy and confidentiality when handling health information.
• Reliable internet connection and suitable remote working environment.

Ideal Candidate

We are looking for someone who is warm and professional on the phone, highly organised and proactive with follow-ups. You should be comfortable working independently while knowing when an enquiry needs to be escalated to the dietitian or clinic team.

Previous experience supporting an Australian dietitian, allied health practice, medical clinic or healthcare provider would be highly regarded.