Your admin team, trained in Cliniko from day one
Your practice runs on Cliniko. Your admin team should know it inside out before they start, not six months in. Our healthcare professionals are trained specifically in Cliniko so they can manage your appointments, patient records, recalls and billing from their first week.
Book a ConversationWhy Cliniko expertise matters
Cliniko is the backbone of hundreds of allied health practices across Australia and New Zealand. It handles appointments, patient records, billing, communications and reporting. When your admin team does not know how to use it properly, everything slows down. Bookings get missed. Records stay messy. Recalls do not go out. Revenue leaks through the cracks.
Generic admin support means weeks or months of your time spent training someone on a system they have never seen. That is time you do not have, and it is a cost most practice owners do not account for until they are deep into it.
Our team arrives trained. Not just familiar with the interface, but experienced in the workflows that matter to allied health: managing complex calendars across multiple practitioners, running recall campaigns that actually bring patients back, keeping funding sources verified before appointments, and configuring Cliniko to do more than the basics.
What Cliniko trained means
- Structured pre-employment training on Cliniko workflows
- Appointment management across single and multi practitioner calendars
- Patient record administration and data hygiene
- SMS recalls, reminders and patient communication
- Billing workflows including Medicare, NDIS and private health funds
- Online booking configuration and custom form setup
- Reporting dashboards and practice performance tracking
01
Appointment Management in Cliniko
Your calendar stays full, your patients show up, and your front desk stops drowning in booking changes.
In practice
A physio practice with three practitioners was spending two hours a day managing booking changes, waitlist shuffles and no show follow ups. Their front desk was so buried in Cliniko that phones went unanswered. Within four weeks, their Clinic Admin team had taken over all scheduling in Cliniko. The front desk went back to greeting patients and answering calls. The waitlist, which had been ignored for months, started filling cancelled slots the same day.
What we handle
- Appointment scheduling and calendar management across multiple practitioners
- Waitlist management and same day gap filling
- Rebooking no shows with follow up calls and SMS
- Managing recurring appointment series
- Handling online booking conflicts and double ups
- Coordinating practitioner availability changes across the calendar
02
Patient Records & Documentation
Clean data. Organised files. Records that actually reflect what is happening in your practice.
In practice
A podiatry clinic with over 2,000 patient records had years of inconsistent data entry. Duplicate records, missing contact details, outdated referral information and letters that had never been scanned. Their Clinic Admin team worked through the backlog methodically over eight weeks, then maintained daily record hygiene from that point forward. When the practice needed to run a recall campaign six months later, the data was actually usable.
What we handle
- Patient record updates and data cleanup
- Letter template creation and management
- Clinical notes formatting and processing
- Scan and document uploads to patient files
- Treatment plan tracking and status updates
- Duplicate record identification and merging
03
SMS Recalls & Patient Communication
Patients come back when someone actually follows up. Consistently, not when your team remembers.
In practice
An exercise physiology practice was losing patients after their initial block of sessions. Nobody had time to run recall campaigns, and the built in Cliniko reminders were only scratching the surface. Their Clinic Admin team set up a structured recall workflow using Cliniko SMS: automated reminders before appointments, follow ups for patients who had not rebooked, and targeted reactivation messages for patients who had dropped off. Within three months, rebooking rates increased by 30% and the practice stopped haemorrhaging patients it had already won.
What we handle
- Recall campaigns via Cliniko SMS
- Appointment reminder sequences
- Post appointment follow up messages
- Birthday and milestone messages
- Reactivation campaigns for lapsed patients
- New patient welcome and onboarding communication
04
Billing, Funding & Claims
Funding checked before the patient sits down. Not after. Not next week. Not never.
In practice
An allied health practice offering services under NDIS, Medicare and private billing was leaving money on the table every week. Funding sources were not verified before appointments, invoices sat in draft for days, and NDIS claims were being submitted with errors that caused rejections. Their Clinic Admin team implemented a pre appointment funding check as standard practice, cleared the invoice backlog in the first fortnight, and brought NDIS claim rejection rates down to near zero.
What we handle
- Funding source verification before every appointment
- Invoice generation and payment follow ups
- NDIS claim preparation and submission support
- Medicare bulk billing administration
- Private health fund processing and reconciliation
- EPC session tracking and GP renewal correspondence
05
Cliniko Integration & Workflows
Most practices use about 30% of what Cliniko can do. Your Clinic Admin team unlocks the rest.
In practice
A multi disciplinary practice had been using Cliniko for three years but was still running most of its workflows manually. Online bookings were turned off because nobody had configured them properly. Custom forms existed but were not linked to appointment types. Reporting was limited to the default dashboards. Their Clinic Admin team spent the first month configuring Cliniko properly: custom intake forms linked to booking types, online bookings set up with the right availability rules, treatment note templates built for each discipline, and weekly reporting dashboards that gave the practice owner actual visibility into performance. The practice went from fighting their software to having it work for them.
What we handle
- Custom form creation and configuration
- Online booking setup and availability rules
- Treatment note templates for each discipline
- Reporting dashboards and weekly performance summaries
- Third party integration support including Stripe, Xero and Mailchimp
- Workflow documentation and standard operating procedures
Trained before they start. Supported after they do.
Every Clinic Admin team member completes over 58 hours of structured training before they are placed with a practice. For team members supporting Cliniko practices, that training includes dedicated modules on every core workflow: scheduling, records, billing, recalls and integrations.
This is not a quick orientation video. It is assessed, practical training built from years of supporting allied health practices that use Cliniko daily. By the time your team member starts, they understand not just how Cliniko works, but how allied health practices use it in the real world.
After placement, your team member is supported by a dedicated manager who understands Cliniko and allied health operations. If something comes up that requires additional configuration knowledge or a workflow your team member has not encountered before, there is always support behind them.
58+ hours
Structured pre-employment training before placement
Cliniko certified
Dedicated training modules on every core Cliniko workflow
Allied health focus
Training built around physio, podiatry, OT, speech pathology and EP workflows
Ongoing support
Dedicated management team with Cliniko and allied health expertise
Built for allied health practices that run on Cliniko
Whether you are a solo practitioner who needs someone to manage the admin side of Cliniko, or a multi location practice that needs a dedicated team across every workflow, we scale to fit.
Physiotherapy
Complex calendars, EPC tracking, high volume rebooking and waitlist management.
Podiatry
Patient record maintenance, recall campaigns, orthotic tracking and billing across funding types.
Exercise Physiology
NDIS plan management, group booking coordination, progress documentation and recall workflows.
Occupational Therapy
NDIS reporting, session documentation, equipment ordering and multi site coordination.
Speech Pathology
Intake management, school liaison coordination, treatment plan tracking and parent communication.
Common questions about Cliniko support
If your question is not here, get in touch at hi@clinicadmin.com.au
How quickly can your team learn our Cliniko setup?
Our team members arrive with Cliniko training already completed before they start working with your practice. Every team member completes structured training on Cliniko as part of their onboarding, covering appointment management, patient records, billing workflows, recalls and integrations. When they join your practice, the focus is on learning your specific configuration, preferences and workflows rather than learning the software from scratch. Most practices see their team member operating independently within the first two weeks.
Do you work with other practice management software?
Yes. While this page focuses on Cliniko, our team is also trained in Nookal, Splose and other platforms used by allied health practices in Australia and New Zealand. If your practice uses a different system, or if you are considering switching, we can support that transition as well. The processes and clinical understanding remain the same regardless of the platform.
What hours does your team cover?
Your dedicated team members work during your practice hours, aligned to your timezone. Whether your clinic runs standard business hours or extended hours across the week, we structure coverage to match. This is not a shared call centre that happens to be available. Your team member knows your practice, your practitioners and your patients.
Can your team handle phone calls or just digital tasks?
Our team handles both. Phone calls to patients for rebooking, recall follow ups, and appointment confirmations are a core part of what we do. We also manage email, SMS through Cliniko, and any digital admin your practice needs. The team members we place in allied health roles are selected specifically for clear, professional English communication.
What if we only need help with one area, not everything on this page?
That is completely normal. Most practices start with the area that is causing the most pain, whether that is appointment management, recalls, billing or record cleanup. Your Clinic Admin team can focus on a single area or cover multiple areas depending on what your practice needs. We will map it out together during your initial conversation.
Built for Cliniko. Built for allied health.
Your practice deserves an admin team that understands Cliniko from day one. Book a conversation and we will map out exactly how our team can support yours.
Book a Conversation