Ways a Medical Secretary Can Support Your Specialist Practice
Your Air Secretary medical secretary can take over these administrative tasks, from referral triage and Medicare billing to theatre lists
and practice management software.
Secretarial and patient support
Bookings, referrals, letters, reports and patient communication.
14. Reviewing and filing correspondence from other doctors
15. Flag any letters from other doctors which require action
16. Booking investigations for patients eg lung function test, sleep studies, echo,
17. Arrange elective admission for patients to private hospitals
18. Chasing up patient referrals from GPs and other doctors prior to review appointments
19. Send patient education videos
20. Send patient welcome videos from clinicians
21. File investigation reports such as sleep studies and echocardiography etc and send to referring doctors
22. If a doctor is running late, inform patients to reduce their wait time
Medicare, health fund and billing
Medicare, health fund, TAC and WorkCover billing, plus chasing unpaid fees.
23. Check patient’s medicare numbers
24. Process billing for patient appointments over telephone
25. Take credit card payments
26. Process bulk billing
27. Check billing
28. Chase unpaid consultation fees (Tyro, Square, HF)
29. Check uninvoiced appointments
30. Process in patient billing with health funds including Eclipse exceptions
31. Fill in PBS authority application forms prior to uploading to PRODA for approval. PRODA cannot be accessed from Philippines.
32. Update details with private health funds eg provider numbers, banking and contact details
33. Linking doctor’s provider numbers and bank details to private health funds
34. Requesting new provider numbers for doctors
35. Billing TAC
36. Workcover billing
37. Processing Medicare claim reversal
Operating and procedure list management
Theatre lists, anaesthetist liaison, procedure reports and invoicing.
38. Operating and procedure list management
39. Liaise with patient and their family about operations and procedures
40. Arrange anaesthetists for operating and procedure lists
41. Send theatre list to hospital, anaesthetists and team
42. Type operation and procedure reports
43. File operation and procedure reports and send to referring doctors
44. Invoice patients for operations and procedures
Practice management software (PMS) management
Patient records, templates, recalls and document filing.
45. Adding patient details into PMS
46. Adding and changing clinics
47. Create and edit letter templates
48. Maintain contact list
49. Follow up recall list and book appointments for patients needing recall
50. Ensure new documents in PMS are labelled correctly
Practice administration support
Email, voicemail, documents, leave, reports and office organisation.
51. Manage email inbox
52. Check email spam folder to ensure important emails are not missed
53. Create email templates for commonly used email replies
54. Check voice messages and return calls
55. Create systems on how to perform tasks and add to practise intranet
56. Update system for changes made and disseminate changes to team
57. Add new tasks to Asana or other task management software
58. Create fillable forms for PDF documents
59. Convert files eg JPG to PDF etc
60. Arrange leave applications for doctors including public hospital leave
61. Create billing reports for doctors
62. Create reports on business measurables eg, revenue, number of referrals and new patients
63. Attend staff meetings and record minutes
64. Ordering of new stock for consulting rooms
65. Help organise social events for practice
66. Assist with on-boarding of new doctors and staff members
Practice promotion and marketing support
Graphic design, email marketing, GP liaison, onboarding and website updates.
67. Create graphic designs for promotional material
68. Email marketing and automation
69. Contacting GP practice managers
70. Advertising and arranging GP talks
71. Update website
72. Add blog articles and videos to website
AND MORE !
Social Media & Content Marketing
Social media content scheduling & management: Drafting, formatting, and scheduling posts across platforms (LinkedIn, Facebook, Instagram).
Patient testimonials & case studies: Collecting, anonymizing, and publishing patient reviews and success stories in compliance with AHPRA/advertising guidelines.
Newsletter creation & distribution: Compiling monthly or quarterly practice updates, health tips, and clinic news for your patient list.
Video content repurposing: Turning recorded patient webinars, interviews, or lectures into short clips or reels for social media and website use.
Infographic generation: Creating easy-to-understand visual guides explaining common conditions, procedures, or prep instructions.
GP Liaison & Network Building
Referral network maintenance: Managing and updating contact databases for referring GPs, specialists, and allied health professionals.
Send-out of practice updates & directory sheets: Preparing and emailing GP referral guides, specialty updates, or updated clinic contact lists to medical centers.
Thank-you letters & referral tracking: Tracking incoming GP referrals and sending personalised acknowledgment letters or updates to referring doctors.
Event logistics & invite management: Managing RSVPs, venues, and follow-ups for educational lunches, networking events, or webinars targeting medical professionals.
Online Presence & Local SEO
Google Business Profile optimization: Updating clinic hours, contact details, service categories, and photos across search profiles.
Review monitoring & response management: Monitoring online reviews across Google, Health Engine, and directories, preparing appropriate responses or flagging compliance concerns.
Directory listings management: Claiming, updating, and auditing practice profiles on medical directories (e.g., HealthEngine, HotDoc, Whitecoat, Yellow Pages).
Local SEO citation consistency: Ensuring practice details (Name, Address, Phone) are uniform across all online listings.
Digital Advertising & Search Marketing
Google Ads & meta campaign monitoring: Tracking spend, basic metrics, and inquiries generated by paid search and social campaigns.
Landing page setup support: Coordinating setup and design tweaks for dedicated landing pages targeting specific treatments or conditions.
Retargeting setup & email workflows: Setting up basic re-engagement email sequences for prospective patients or past inquiries.
Print & In-Clinic Marketing Collateral
In-clinic brochure & flyer maintenance: Designing, updating, and coordinating the print run of patient information brochures for waiting rooms.
Welcome pack creation: Preparing customized digital or physical welcome packs for new patients prior to their first consultation.
Signage & display design: Drafting designs for clinic banner stands, waiting room display screens, or window graphics.
Marketing Operations & Analytics
Marketing performance reporting: Gathering monthly reporting metrics on website traffic, inquiry numbers, email open rates, and GP referral counts.
Patient feedback & survey collection: Setting up and analyzing post-consultation feedback surveys (e.g., NPS or patient satisfaction scores).
Competitor & market research: Gathering insights on local competitor offerings, fee structures, and promotional strategies.
Our values: what guides your Air Secretary team
These five values shape how our medical secretaries work together and how they support your practice.
Work as a team
We share knowledge and ideas, so your medical secretary is backed by a whole team and your practice benefits from greater efficiency.
Care like a family
We treat one another with empathy, honesty and support, just as you would with your own family. Supported staff do their best work for your practice.
Humbly Confident
We keep looking for ways to learn and improve, and to be the best we can be, without needing to show off.
Make a difference
We strive to make a positive impact and to support outstanding health outcomes for your patients.
Fun and banter
We love our work and enjoy each other's company, which keeps our team motivated and positive.
FREE PRACTITIONER RESOURCE
Optimise Your Practice.
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Written specifically for Australian medical specialists, surgeons, and clinic directors. Discover proven clinical workflow frameworks, patient intake automation protocols, and billing compliance safeguards designed to eliminate operational friction.
AIR SECRETARY connects Australian specialist doctors with dedicated remote medical secretaries based in the Philippines — recruited, trained, and managed so you save time and reduce costs.