72 ways your Air Secretary can help you
Secretarial and patient support
1. Answering the phone
2. Booking appointments for new patients
3. Booking appointments for patient review
4. Receive referrals and triage
5. Support telehealth clinic appointments as a virtual secretary in the clinic
6. Type letters from dictation
7. Send doctors letters
8. Write medical certificates
9. Confirming patient appointments by text or phone
10. Set up telehealth appointments on Zoom or other platforms
11. Manage pharmaceutical and device rep visits for doctors
12. Type and send medical reports for patients eg, Vic Roads, employment
13. Type and send medico-legal reports
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
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 and upload to PRODA for approval
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
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
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
Admin tasks
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
Practice promotion and marketing
66. Create graphic designs for promotional advertisements
67. Email marketing and automation
68. Contacting GP practice managers
69. Advertising and arranging GP talks
70. Assist with on-boarding of new doctors and staff members
71. Update website
72. Add blog articles and videos to website
