Summary
Overview
Work History
Education
Skills
Certification
Timeline
Generic

KELLY WACHLER

Sydney,NSW

Summary

Experienced with patient scheduling, medical records management, and front-desk operations. Utilizes effective communication and organizational skills to enhance patient care and office efficiency. Knowledge of healthcare protocols and track record of maintaining patient confidentiality and satisfaction. Known for reliability, adaptability, and proactive approach in managing complex schedules, patient interactions, and confidential records. Strong focus on teamwork, ensuring smooth operations and effective communication within medical settings. Skilled in medical terminology, office software, and patient confidentiality protocols.

Overview

11
11
years of professional experience
1
1
Certification

Work History

Medical Secretary

Bondi Cardiology
06.2023 - 06.2025
  • Helped patients complete necessary medical forms and documentation.
  • Maintained strict confidentiality of patient information, adhering to regulations and medical office policies.
  • Fitting of Holter monitors, Ambulatory Blood Pressure Monitors and HeartBugs.
  • Managed high call volumes, while maintaining a polite and professional demeanor.
  • Proficient use of medical software Fydo
  • Managed multi-line phone system and pleasantly greeted patients.
  • Provided compassionate customer service, creating a welcoming atmosphere for patients and their families.
  • Maintained current and accurate medical records for patients.
  • Enhanced patient satisfaction by efficiently managing the front desk operations and addressing inquiries in a timely manner.
  • Developed strong relationships with patients, fostering loyalty and trust in the practice's services.
  • Contributed to a positive work environment by collaborating effectively with colleagues.
  • Transcribed phone messages and relayed to appropriate personnel.
  • Dictaphone typing of confidential letters
  • Ensured accurate record-keeping by diligently updating patient information and verifying Medicare coverage.
  • Streamlined appointment scheduling for improved patient flow and reduced wait times.
  • Coordinated specialist referrals for patients requiring additional care, facilitating efficient transfer of medical records as needed.
  • Supported office staff and operational requirements with administrative tasks.
  • Handled billing procedures accurately, ensuring prompt payment from both patients and Medicare.
  • Organized essential medical documents, streamlining access to vital information for healthcare providers during appointments.
  • Reduced no-shows by implementing appointment reminder system through phone calls or text messages.
  • Improved front office organization by implementing new filing systems and maintaining cleanliness in waiting areas.
  • Optimized appointment scheduling to maximize doctor availability.
  • Facilitated smooth check-in process, ensuring all necessary paperwork was completed promptly.
  • Enhanced patient understanding by providing clear explanations of treatment procedures.
  • Increased patient satisfaction by answering inquiries with empathy and professionalism.
  • Supported patient care by scheduling appointments to accommodate urgent health needs.
  • Ordering stock

Senior Medical Reception

Bondi Vein Clinic and Ashton Medical Practice
12.2019 - 06.2023
  • Greeting patients ensuring they have valid referrals, scans and complete patient registration forms - contact the pathology/radiology/specialists to obtain if necessary
  • Organising patient files, pulling files for appointments and checking they are complete for the doctor
  • Keeping track of leads and enquiries and making sure cancelled appointments are filled - sending reminder SMS’s and confirming appointments
  • General tidiness and sanitation of the reception area
  • Dictaphone typing of letters, preparing medical documents and sending to referring GP
  • Proficient use of, and scanning files using HP Scan, Outlook, Word, Excel
  • Booking and managing appointments using Best Practice, Medical Director Pracsoft and Medical Director Clinical
  • Creating and updating practice handbook and treatment information packages
  • Tidying doctors rooms after treatments using safe practices, restocking rooms and pathology
  • Organising pathology to be collected
  • Booking reps and ensuring doctors have their lunch daily
  • Training new staff, overseeing their work and managing expectations and abilities
  • Managing angry and emotional patients using a calm and professional approach
  • Work with management to assist with marketing, development and improvement of the business
  • Opening and closing clinics
  • Uploading and organising medical and cosmetic images
  • Taking cash/EFTPOS payments for private patients, Medicare batching and processing Medicare rebates using TYRO
  • Organising and ensuring invoices are paid on time
  • Managing clinic emails and enquiries from patients, internal and external stakeholders and specialists
  • Managing orders for vaccines, medical and cosmetic supplies from various suppliers, keeping records and following up
  • Triaging walk-in appointments/calls when doctors lists are full
  • Creating posts using Shutterstock and posting to Instagram and Facebook
  • Assisting in the hiring process of new staff - creating job ads for SEEK, filtering through resumes, calling potential employees to determine if they are eligible for an interview

Medical Reception / Secretary

Sydney Adult and Children’s Ear Nose & Throat Center
04.2019 - 12.2019
  • Exceptional ability to multitask dealing with 7 phone lines, 3 surgeons and face to face with patients simultaneously - handling frustrated patients when doctors run late for their appointment
  • Quote patients for surgeries and complete hospital booking forms - forward complete forms to hospitals and make sure surgery lists are accurate and complete
  • Register patients on computer system using Shexie, and determine what kind of appointment they need
  • Use of Microsoft Outlook, Word, convert files to PDF
  • Answer telephones and ensure appointments are made and messages passed to relevant people
  • Confirm with patient well before their appointments that they are attending, have all necessary correspondence, have had scans, have their referral to bring to their appointment etc
  • Scan all patient notes and correspondence, number and attach into patient files - check they are attached correctly, pull and organise files for doctors for the next day
  • Add referrals onto the system for each patient and ensure we have the correct details for the referring doctor - if not, investigate and amend in Shexie, add doctor if required
  • Prepare doctor’s referrals and fax/email when complete - follow up if required
  • Check access to scans via Inteviewer, search for old patient files on BlueChip
  • Correctly bill patients preparing invoices; handle cash/credit card/ EFTPOS and cheque payments and deposit cash at the banks
  • Balance cash drawer and close off surgeons accounts daily - investigate discrepancies and amend
  • Process Medicare claims
  • Keeping front reception stocked, clean and tidy - including business cards, hospital booking forms and surgery information packs
  • Ensure doctors lunches are bought
  • Remove use instruments from each surgery throughout the day, and clean them using ultrasonic cleaner and autoclave, restock surgeries with sterilised instruments
  • Soak nanoscopes after each use and change sterilising liquid. Clean autoclave and ultrasonic cleaner weekly
  • Restock surgeons rooms with soap, tissues, gloves, gauze, cotton wool balls. Dust the microscopes.

Office Manager Temp

Clinic Care
07.2018 - 09.2018
  • Preparing invoices using attention to detail
  • EFT/credit card banking, EOD procedure and reporting to director
  • Phone and email enquiries and orders from internal and external stakeholders
  • Following up outstanding payments via phone and email
  • Managing and ordering stock from international suppliers using excel
  • Calculating the stock we need and creating accurate purchase orders for Australia and NZ
  • Accurately checking when stock comes in and following up with suppliers if incorrect
  • Conducting regular stocktake and investigating discrepancies
  • Proficient use of Quickbooks database and working with accountant to bring errors down
  • Ordering office and warehouse supplies
  • Highly professional with great attention to detail
  • Keeping client files organised and updating information
  • Working together as a team in a helpful manner
  • Communicating with supply chain 3PL in a professional manner

Supervisor, Retail Sales

Babybunting
10.2016 - 07.2018
  • Key holder to the store
  • Daily Management, supervising and coordinating a team of up to 15 staff using time management skills
  • Document and communicate daily sales goals in a positive, motivating way
  • Beginning, EOD procedures and banking with great attention to detail
  • Sales, upselling, customer rapport, phone, email enquiries
  • Extensive knowledge of all products sold in the store
  • Providing demonstrations using communication skills and actively listening to customer needs
  • Cash/EFT/credit transactions
  • Handling difficult customers staying calm and showing I care about the issue
  • Understanding and enforcement of OH&S
  • Examining and authorising returns/repairs/refunds using my best judgement in conjunction with store policies
  • Training new staff/new management using patience and understanding
  • Merchandising and planograms in a timely manner
  • Stocktake - taking accurate counts and delegating staff

Personal Trainer, Reception

Fernwood Women’s Health Club
08.2014 - 04.2015
  • Personal fitness training according to professional guidelines
  • Running small group training classes
  • Client retention, strong rapport building, upselling and sales, negotiating packages
  • Maintaining positive and energetic demeanour
  • Diary management and strict time management skills
  • 30+ clients per week and monitoring their progress
  • Strict client confidentiality agreements with access to sensitive information
  • Communicating with health professionals regarding best options for client
  • Lead, train and motivate clients and staff - team environment
  • Beginning and EOD procedures
  • Customer service phone, email enquiries
  • EFT/credit/banking
  • Ordering stock
  • General cleaning and maintenance of the entire gym/facilities

Education

Certificate III - Personal Training

Australian Institute of Fitness

Certificate IV - Personal Training

Australian Institute of Fitness

Australian Institute of Fitness

Skills

  • Front desk operations
  • Telephone etiquette
  • Patient Appointment scheduling
  • Medical terminology
  • Fitting heart monitors onto patients
  • Customer service
  • Strong organizational skills
  • Patient confidentiality adherence
  • Medicare/Private billing

Certification

Cert III in Fitness

Cert IV in Fitness

Timeline

Medical Secretary

Bondi Cardiology
06.2023 - 06.2025

Senior Medical Reception

Bondi Vein Clinic and Ashton Medical Practice
12.2019 - 06.2023

Medical Reception / Secretary

Sydney Adult and Children’s Ear Nose & Throat Center
04.2019 - 12.2019

Office Manager Temp

Clinic Care
07.2018 - 09.2018

Supervisor, Retail Sales

Babybunting
10.2016 - 07.2018

Personal Trainer, Reception

Fernwood Women’s Health Club
08.2014 - 04.2015

Certificate IV - Personal Training

Australian Institute of Fitness

Australian Institute of Fitness

Certificate III - Personal Training

Australian Institute of Fitness

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KELLY WACHLER