Genie Virtual Assistant: a medical secretary who lives in Genie Solutions
For surgeons, physicians and proceduralists whose rooms run on Genie Solutions, where one secretary holds the whole machine together.
What your VA actually does inside Genie
Appointment book
The morning book pass: confirmations chased, holes in the day flagged, theatre days protected, and Appts > Check Forward Referrals actually run, so an expiring referral becomes a phone call to the GP's rooms before the patient arrives instead of a red alert when their file opens on the day.
Theatre lists (Appts > Print Theatre List)
A Genie theatre list is only as good as the Procedure records behind it: a hospital assigned on every procedure (one without it won't print on the list at all), item numbers entered, consent status and fasting times recorded, the Pre-Op tab's anaesthetist and prosthesis details complete. Your VA keeps those current as cases book, runs the list, ticks Mark as Final so it prints FINAL rather than DRAFT, and gets it to the hospital.
ECLIPSE claiming (Maintenance & Reports, Daily tab)
Agreement (no gap) and scheme (known gap) claims sent in real time or stored and batched from the ECLIPSE IMC Transmission icon, statuses watched, and rejections reworked the week they bounce rather than ageing into a write-off. The VA transmits what has been billed; item numbers are never their call.
Quotes tab and informed financial consent
Each quote built on the Procedure window's Quotes tab from the item numbers on the case and your fee schedule, IFC paperwork sent from your template, and the signed copy tracked back before admission. Never fee advice: anything outside the documented schedule goes back to you.
Online Patient Verification
Medicare and health fund details checked with the Verify Online button before admission, so a claim doesn't bounce weeks later over something a two-minute check would have caught, and any card discrepancy fixed in the patient file on the spot.
Recalls Due
The weekly recall run: overdue entries in red, upcoming in green, the merged letter or SMS sent, and recalls reassigned to their next due date. Genie marks a recall complete when the letter prints, not when the patient books, so your VA closes that loop by hand.
Merged Letter Templates
Referrer correspondence typed from your dictation against your letter templates and sent the same week, plus incoming letters checked off, because any letter whose addressee Genie can't work out lands as a task on the Genie Administrator. In most rooms, that's you.
Clearing up the name first: most of what ranks for “genie virtual assistant” is AI chatbot stuff. This page is about Genie Solutions, the desktop practice software that has run Australian specialist rooms since 1995, now part of Magentus, which counts 22,000+ medical professionals across 5,000+ practices on Genie and Gentu combined. If you run a GP clinic, the medical practices page is your better start; this one is for specialist rooms, where the whole operation usually rests on one secretary who knows where everything in Genie lives. This page exists for the week that person resigns, goes on leave, or finally hits capacity.
Genie comes up on our specialist discovery calls more than any other system, and the pattern is always the same: the software is not the problem. The problem is that the person who drives it is also the person answering the phone.
The rhythm a VA runs in your Genie
Mornings open with the appointment book. Confirmations, gaps, theatre days protected, and a daily diary discipline that means your consulting list is true by 8:30. Genie will check any forward period for expiring referrals through Appts > Check Forward Referrals; your VA is the one who actually runs it, then rings the GP’s rooms for a new referral, so the first anyone hears of the problem isn’t the red alert that pops when the patient’s file opens on the day.
Theatre weeks have their own cycle, and it starts long before the list prints. A Genie theatre list is built from the Procedure records behind it: a hospital assigned on every procedure, because one without it won’t print on the list at all, item numbers entered, consent status and fasting times recorded. Your VA keeps all of that current as cases book, then runs Appts > Print Theatre List, ticks Mark as Final so the printout reads FINAL rather than DRAFT, and gets it to the hospital days out instead of the night before. The decision to operate is yours. The fourteen documents and forty phone calls wrapped around the list are not.
Money next. ECLIPSE moves your in-hospital claims to Medicare and the fund in a single electronic transaction, and Genie transmits agreement and scheme claims in real time or stores them to batch from the ECLIPSE IMC Transmission icon on the Maintenance & Reports Daily tab. Your VA transmits what has been billed, watches statuses, and reworks rejections the week they bounce. Before admission, they hit Verify Online on the patient’s file so Medicare and fund details are confirmed while there’s still time to fix them, and patient gap invoices get chased on a schedule you set.
Quotes and informed financial consent are the classic specialist tasks that look clinical and are mostly assembly. The VA builds each quote on the Quotes tab of the Procedure window, where Genie costs it from the item numbers on the case, sends the IFC paperwork from your template, and tracks the signed copy back before admission. They never pick an item number and never tell a patient what a gap should be.
Weekly: Recalls Due, overdue in red, upcoming in green, the merged letter run sent and recalls reassigned to their next date. One catch worth knowing: Genie marks a recall complete when the letter prints, not when the patient books, so your VA closes that loop by hand. And daily, letters: referrer correspondence typed from your dictation against your Merged Letter Templates, plus incoming letters checked off, because any letter Genie can’t match to an addressee becomes a task for the Genie Administrator. Which is probably you.
The honest bit
Genie is desktop software, and that is the one real wrinkle in a remote placement. There is no browser login the way there is with Gentu: your VA needs a way into the environment, usually a remote desktop session or your hosted Genie setup, arranged with whoever runs your IT during onboarding. It’s a one-off conversation, not a dealbreaker, but we won’t pretend it’s a login link in an email.
If you’re on Gentu, the cloud sibling, the wrinkle disappears entirely: it runs in a browser, the jobs on this page are the same jobs there, and a VA covers either.
What stays with you
Clinical records, op notes, item numbers and fees. Quotes are assembled from your fee schedule, never invented. And one thing we insist on: the VA never gets the Genie Administrator login, the red-tick account that can add and delete users and open the Audit Report. That stays in the practice, and the VA works on their own named user in a group you approve in File > Edit Groups, set to match their actual job. If anything moves on the billing side, the Audit Report keeps the receipts.
What it costs and where to start
Genie admin is $12-17 AUD an hour excl GST; an experienced medical secretary who owns the billing cycle is $18-25. Specialist rooms usually start at 15-25 hours a week. Expect 7-10 business days to place, a supervised first week inside your Genie before anything runs solo, a 30-day recalibrate-or-replace guarantee, and nothing holding you past 14 days notice.
The medical specialists page takes the industry angle, referral triage admin and the practice manager maths included, and the VA cost guide breaks the rates down properly. Otherwise book a discovery call with Jenn. She’s placed 48+ VAs into Australian businesses since 2024, and if your rooms aren’t ready for one she’ll say so before taking a dollar. Bring the rejected ECLIPSE claims nobody has had time to rework; that pile is usually where the business case lives.
Industries that run on Genie
The tasks this usually covers
Genie VA questions
Will the VA actually know Genie, or am I training someone from scratch?
Straight answer: Genie Solutions has been in Australian specialist rooms since 1995 and still carries the biggest install base in the segment, so medical secretaries with real Genie hours exist, but the offshore pool is thinner than for cloud platforms like Cliniko, partly because Genie is desktop software and remote staff have historically needed a practice to open the door first. Where we can match you with proven Genie or Gentu experience, we do; where the closest match is someone strong on another Australian medical system, you'll hear that on the discovery call, not after placement. The ramp doesn't change either way: the first 5-7 days are supervised inside your Genie, appointment book and referrals first, ECLIPSE and IFC only once those run clean, and nobody works solo until you've signed it off.
Can a virtual assistant see our clinical notes?
Only if you let them, because Genie's model is configured per practice rather than locked by default. Security lives in File > Edit Groups, where privileges are set per group or per individual user (since version 8.5.7 that window replaced the old per-user Security tab), and we set the VA's group with you during onboarding so the clinical side stays out of scope. Some guardrails sit above the group settings: Genie has one designated Administrator, marked with a red tick beside the username, whose password is required to add or delete users, and whose Administrator tab in Maintenance & Reports carries the Audit Report of every billing change, Suspicious Entries view included. The VA never holds that account. A confidentiality deed gets signed as well, though it's the group configuration that actually enforces the boundary.
Can the VA handle our ECLIPSE and health fund claiming?
The admin side, yes. ECLIPSE moves in-hospital claims to Medicare and the participating fund in a single electronic transaction, and Genie lets you transmit agreement and scheme claims now (real time) or later (batch), with stored claims sent from the ECLIPSE IMC Transmission icon on the Maintenance & Reports Daily tab. Your VA verifies the patient's Medicare and fund details before admission, transmits what your billing rules have raised once the op note confirms the items, watches claim statuses, reworks rejections with the paperwork already pulled together, and reconciles remittances. You stay the biller of record, and item number selection never leaves the clinical side. For most rooms the money isn't in faster clean claims; it's in the rejected and never-billed items nobody currently has time to chase.
We're on Gentu, not Genie. Does this still work?
Yes, and in one way it's easier. Gentu is the cloud sibling from the same stable: Magentus, the group formed in 2023 when Genie Solutions came together with Citadel Health and Wellbeing Software under one name, sells Genie as the desktop option and Gentu as the browser-based one. Because Gentu runs in a browser there's no remote-access setup to arrange; the VA logs in like any other user. The jobs are the same jobs, appointments, theatre admin, ECLIPSE claiming, IFC paperwork, recalls and letters, and Gentu processes Medicare and DVA claims automatically in the background. We place VAs into both, and a secretary who knows one finds the other familiar because the workflows were built by the same people for the same specialists.
What does a Genie virtual assistant cost?
Genie admin is admin-tier work, $12-17 AUD an hour excl GST; an experienced medical secretary who runs your billing cycle end to end is $18-25. Specialist rooms typically hand over 15-25 hours a week, which at admin rates is roughly $800-1,800 a month, covering the book, theatre lists, ECLIPSE rework, IFC paperwork, recalls and letters. The $500 deposit is refundable and comes off your first month, placement runs 7-10 business days, and you can walk away on 14 days notice, with a 30-day recalibrate-or-replace guarantee on every placement.
Book a free discovery call
30 minutes with Jenn, the founder. Tell her you run Genie and what's eating your week; she'll tell you honestly what a VA can own inside it, what it costs, and whether it makes sense.
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