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Certificate of Medical Reception and Office Administration


Course Outline and Topics

Course Overview

Could you be the next face of health care? As a medical receptionist, your job will be to greet patients in a health care setting (doctor’s office, hospital, allied healthcare or specialist clinic), as well as perform administrative duties.

The Certificate of Medical Reception and Office Administration is a comprehensive online professional development program that will prepare you for a fulfilling career as a medical receptionist or administrator.

In this medical reception and administration course, you will learn how to perform a diverse range of administrative and reception duties, including providing advice to clients, processing referrals and maintaining medical accounts for a range of patients.

You will also learn how to schedule appointments, file medical records, manage medical billing as well as learn how to communicate with clients and use appropriate medical terminology.

Health care is a growth industry in Australia and job prospects are positive. So, this course, developed in consultation with industry experts to reflect the latest medical administration training, is the first step in pursuing a career that’s secure and in-demand.

On completion of this course, you will have gained essential skills and knowledge necessary to successfully work in a medical reception or administration role.

Course Structure

Unit 1 - Manage patient record-keeping system

  • Patient record-keeping systems
  • Policies and procedures
  • Legislative requirements
  • Record keeping processes
  • Communication to personnel
  • System operations
  • Roles and responsibilities
  • Job descriptions
  • Induction training
  • Operation of patient records system
  • Maintain patient records
  • Medical coding
  • Staff training
  • System efficiency
  • Integrity of patient records
  • Security of patient records
  • Confidentiality of patient records
  • Transferring records authorisation
  • Archiving records
  • Improve patient records system
  • Monitor and review
  • Identify improvements
  • Implement approved recommendations
  • Deliver staff training

Unit 2 - Prepare and process medical accounts

  • Identify patient fee schedule for different services
  • Advising patients of fee schedule
  • Medical benefits scheme (MBS)
  • Australian Medical Association (AMA)
  • MBS and AMA item numbers
  • Advise patients of entitlements and rebates
  • Medicare benefits
  • Medicare card
  • Medicare forms
  • Medicare rebates and safety net
  • Bulk billing
  • Reciprocal health care agreements
  • Service not covered by medicare
  • Other entitlement programs
  • Legislation
  • Communication skills
  • Schedule medical appointments
  • Health and safety legislation
  • Procedures and policies
  • Scheduling and changing appointments
  • Check referrals to ensure validity
  • Follow correct procedures
  • Referral procedures and validity
  • Filing referral letters
  • Billing policies and procedures
  • Patient information and confidentiality
  • Issuing and payment of accounts
  • Bulk Billing
  • Private accounts
  • Procedures not eligible for medicare rebate
  • Electronically generated accounts
  • Account and billing documentation
  • Department of Veterans affairs (DVA)
  • DVA manual and electronic claiming
  • Workers compensation
  • Motor vehicle accident claims (CTP)
  • Process accounts
  • Receive and document payments
  • Issuing receipts
  • Cash payments
  • Receipting methods
  • Combined account/receipt
  • Reconciling medicare payments
  • Discrepancies and overdue/unpaid accounts
  • Storing financial records

Unit 3 - Interpret and apply medical terminology

  • Receive and interpret medical terminology
  • Pronunciation
  • Medical words
  • Eponyms
  • Major human body systems
  • Illness, injuries and medical conditions
  • Investigations and procedures
  • Medical equipment and instruments
  • Medications
  • Specialist medical practitioners
  • Hospital departments
  • Checklists
  • Abbreviations
  • Dr’s abbreviations
  • Policies and procedures
  • Medical dictionary
  • Routine tasks
  • Ordering and receiving goods
  • Surgery types/terminology
  • Drug names
  • Surgical procedure references
  • Produce draft for verification

Unit 4 - Provide reception services for a practice

  • Staff and client communication
  • Process mail
  • Telephone etiquette
  • Quality customer service
  • Client appointment bookings
  • Services and fee-structure
  • Communication flow
  • Office administration tasks
  • Information and records systems
  • Integrity and accuracy of information
  • Knowledge of the practice
  • Policies and procedures
  • Code of conduct
  • Preparing business documents
  • Updating client records
  • Routine financial activities
  • Cash control
  • Receipts
  • Stock levels / stockpiling
  • Ordering supplies
  • Waste management
  • Process and issue accounts
  • Receipts
  • Billing policies and procedures
  • Bulk Billing
  • Medicare cards
  • Electronic accounts
  • Paying accounts
  • Routine financial documents
  • Bookkeeping
  • Cash entries
  • Health care assistance
  • Using medical terminology
  • Written communication
  • Abbreviations
  • Surgery terminology
  • Drug names
  • Seek clarification
  • Routine tasks
  • Process referrals
  • Referral charges
  • Patient interactions
  • Working effectively
  • Work schedules/activity logs
  • Team goals
  • Mission and values statements
  • To do lists
  • Employer and employee rights
  • Contracts of employment
  • Anti-discrimination legislation
  • Health and safety legislation
  • Fair work act 2009 (Cth)
  • National employment standards
  • Regular staff meetings
  • Cost of meetings
  • Performance plans
  • KPI’s
  • Workplace diversity
  • Respect organisation culture
  • Abilities and boundaries
  • Feedback
  • Team goals
  • Supporting your team
  • Accepting help
  • Promote cooperation
  • Building productive relationships

Unit 5 - Maintain patient records

  • Patient record
  • Privacy legislation
  • Record maintenance responsibilities
  • Roles and responsibilities
  • Induction and training
  • Policies and procedures
  • Performance reviews
  • Documented procedures record-keeping
  • Accessing documented procedures
  • Unclear procedures
  • Access patient records
  • Facilitate patient visit
  • Confirm /Check patient details
  • Create new patient records
  • Health and safety legislation
  • Communication details
  • Check records following patient visit
  • Store patient records
  • Filing systems
  • Colour coding
  • Chronological filing
  • Maintain records
  • Checks on patient files
  • File movement register
  • Archiving patient files
  • Disposal schedule
  • Archiving digital records
  • Transfer patient files
  • Monitor and review role
  • Review own role
  • Identify improvements
  • Continuous improvement cycle

Unit 6 - Apply the principles of confidentiality, privacy and security within the medical environment

  • Accepted codes of conduct
  • Work approved by health practitioner
  • Legislation
  • Policies and procedures
  • Medical terminology
  • Complete tasks in a timely manner
  • Clarify unclear procedures
  • Treat patients and colleagues with respect
  • Act with honesty and integrity
  • Conflict of interests
  • Confidentiality and privacy procedures
  • Discretion for all communication
  • Privacy legislation
  • Australian privacy principles (APPs)
  • Preparing patient records
  • Dealing with family/ friends
  • Power of attorney
  • Report infectious diseases
  • Security procedures
  • Secure patient records
  • Clearly label and store securely
  • Record formats
  • Storage and security
  • Drugs and equipment storage
  • Health and safety


Written assignments and exercises, including short-answer questions, reports/essays and projects. There are no examinations or due dates for assessment.


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Payment Information

Certificate Course



  • Recognised by employers as professional development;
  • Improve your employment opportunities;
  • Study online, anywhere via our elearning system;
  • Access to high-quality courses written by industry experts;
  • All course materials provided online – no textbooks to buy;
  • Unlimited tutor support;
  • Easy to understand course content;
  • Unlimited enrolment with no expiry;
  • Certificate of Attainment issued for your CV (hard copy provided); and
  • Course may be tax deductible; see your tax advisor.

Career Pathways

Future growth




  • Medical Receptionist
  • Medical Administration Assistant
  • Specialist Medical Secretary

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