Virtual Medical Secretarial Support

We give you the ability to respond rapidly to difficulties and opportunities dispensed by technology and industry regulations while lessening financial, medical and legal risks without compromising your independence.

Our Virtualised Administration Solutions Include:

Virtual Specialist Secretaries

We understand the essential skills the staffs need to possess to ensure that a practice operates at its best efficiency. Our off-site medical receptionists, secretaries and medical billing officers are committed to you and your patients and provide them with a high-grade individualised customer service. With the use of an integrated communications service with one phone number your patients can reserve appointments, pay invoices and have any of their doubts with regards to their appointments with you sorted right from their parking issues to how much will their health fund compensate them.
Our team makes provisions for; arranging, billing, and collection services and database management of incoming and outgoing compatibility. We also work in close association with the third party software, or on-site receptionists to make sure a smooth solution for you and your patients.


Our transcriptionists are accurate. With skilled transcriptionists at work and fast turnaround on your letters, timely communication between practitioners, referrers, and patients is guaranteed. A conventional 1-2 day turn-around is complemented by our ability to show quick response to urgent requests in not more than an hour. Transcriptions with high quality and with upload received through iPhone, Android, or digital Dictaphone is provided by us. Our transcription team is an unmatched edge and is local having a minimum of 10-years’ experience in specialist medical transcription.

Theatre Bookings and Patient Management

We have been providing support to surgical specialists since 2007. Our staff is experienced across various specialties. Owing to our multi-disciplinary experience we guarantee to provide your patients with recorded Informed Financial Consent and pre-operative information. We will wisely adjust your schedule with that of the Hospital, Anaesthetist and Assistant. Our staff provides an understanding and structured surgical booking solution for your patients. Our smooth running financial consent process ensures that our providers retain a favourable clinical relationship with their patients.

Medical Billing

Medical Billing needs a strong knowledge of the Australian healthcare system, obedience with Australian Privacy Principles along with understanding the legislated guidelines described by Medicare. Our billing team is an expert in their field having out of the ordinary knowledge of the healthcare billing ecosystem which is important to your cash flow. They solely focus on making sure you get paid for your attempt by tackling Medicare, health fund and third-party exceptions along with directing debt collection processes as per the ASIC guidelines. We are proud of having a record of less than 3% outstanding collections of more than 30 days.

Some days the Healthcare ecosystem can be difficult even for us who are masters in this field. Always altering fee schedules, terms, and conditions, fund levels and gap alternatives can be confusing, and it is our responsibility to ensure that providers obey and patients completely understand their financial duties. Our team of industry experts provides support to our doctors to: » steer through the healthcare billing minefield » gain education in the guidelines applicable to their area of practice We keep our Doctors and providers well informed and the cash flowing by: » easing the billing according to the billing policies of each individual third-party provider » using software with Eclipse capabilities to improve turnaround time » providing monthly practice reports to make sure complete compliance with the National Privacy Principles, we do NOT outsource any work overseas. We collect, store, and maintain all patient data in our secure Australian based data center.The processing of all work takes place at our head office in Australia.

IT Solutions

We understand the future of healthcare is incorporates mobility and adjustability. Possessing the ability to connect from anywhere in the world fosterseasy, accessible patient care. Our Practice Management IT solutions include:

  • Call management via your mobile or iPad
  • 24/7 safe, worldwide access for your records
  • Australian owned and operated
  • Individualized answering service that involves after-hours call management
  • Clinical database that is hosted and managed professionally
  • Managed back-up that includes disaster recovery
  • Obedience with privacy legislation
  • Strong cyber-security protocols

Specialist Secretarial Support

  • Liaison with Medicare, DVA, third party & health funds.
  • Triage of all correspondence (paper & electronic) according to provider preferences.
  • Inpatient/outpatient scheduling.
  • Accounts processing, receipting, banking and collection.
  • Assisting with the admission of patients and organising of theatre lists including Informed Financial Consent.

Practice Management and Business Support

  • Implementation of agreed strategies.
  • Develop and implement digital health technology solutions to improve operational efficiencies and/or improve patient care
  • Strategic and business planning which include adapting business and financial systems.
  • Oversee the day-to-day operations and deliverables.
  • Monitor compliance and ensure an ongoing commitment to quality and risk management

Financial Management

  • Payroll (if applicable)
  • Daily bookkeeping and bank reconciliations
  • Preparation and submission of Quarterly Business Activity Statement (BAS).
  • Accounts payable and receivable.
  • Monthly financial and management reporting.

Practice Infrastructure

  • Personalised after hours message or diversion to providers mobile all outgoing call costs and line rental fees.
  • All general stationery used at head office for the practice with the exception of personalised/branded stationery
  • Preparation and submission of Quarterly Business Activity Statement (BAS).
  • E-fax based facility including costs
  • Practice Management Software (recommended options) including daily backup
  • Telephone and facsimile number for region (e.g. Sydney, Melbourne, Brisbane) answered in practice name.
  • Hosted Desktop infrastructure and support for secure, single Provider access (including 24/7 Remote IT Support).
  • Electronic correspondence software subscription (Argus, Medical Objects, Healthlink)
  • Accounting software subscription (XERO – Silver Partner)
  • Microsoft Office 365 including backup

Transcription Services

  • Unlimited transcription - 2 business day turnaround- 4 hour on urgent letters .
  • Distribution of dictated correspondence including postage costs.


  • Google SEO.
  • Dedicated professionally designed Website.
  • Domain name registration – single, domain – 2 years.
  • Social Media Marketing.
  • General marketing support (fair use policy applies).

Human Resources

  • Work-cover insurance for secretarial staff attending remote sites (‘Meet & Greet’ staff are by negotiation – additional fees apply).
  • Offsite (remote) full-time Secretarial Support (includes recruitment, training and operational related overheads).
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