Appointment Scheduler

• Answer inbound calls from patients and clients professionally and empathetically
• Make outbound calls to prospective and existing patients to book and confirm appointments
• Schedule, reschedule, and cancel appointments using the practice management system
• Follow up with patients who have missed or cancelled appointments to re-engage and rebook
• Manage and continuously update the appointment calendar
• Triage and direct enquiries, escalating clinical matters to the relevant team member
• Maintain accurate patient records and update contact and appointment details
• Handle patient queries about services, availability, and general practice information
• Support daily operations through organised and proactive administration
• Liaise with the clinical team about scheduling changes and patient updates
• Operate during morning shift hours, approximately 9am to 1pm AEST

• Previous experience in appointment setting, patient coordination, medical reception, or a similar healthcare administration role
• Telehealth experience is non-negotiable, preferably within a mental health or psychology practice
• Familiarity with the Australian healthcare system, including Medicare and private health insurance billing processes
• Hands-on experience with Cliniko is non-negotiable; Halaxy experience may also be considered
• Confident and professional phone manner for inbound and outbound calling
• Experience using Zoom Phone or similar VoIP platforms for Australian and New Zealand calls
• Strong attention to detail with accurate data entry and record keeping
• Ability to manage a busy appointment calendar and prioritise effectively
• Empathetic and patient-focused communication style suited to a mental health or telehealth environment
• Comfortable working independently in a remote setting with minimal supervision
• Reliable internet connection and quiet, professional home office setup
• Availability to work morning shift hours aligned to Australian Eastern Standard Time

• Competitive salary
• Opportunity to shape the HR function of a rapidly growing BPO
• Work closely with a team of industry leaders who have successfully scaled BPOs in the past
• Career growth and development opportunities