Exercise physiology practices

Admin support built for exercise physiology practices

Your team handles the clinical work. Ours handles everything behind the front desk — NDIS administration, chronic disease management referrals, appointment scheduling, billing and referrer relationships. Trained in Cliniko. Managed from day one.

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15+ years

in healthcare operations

Cliniko

trained from day one

Australia

focused exclusively

Managed

not a freelancer marketplace

Appointment Management for Exercise Physiology

Chronic disease management programs, group exercise sessions, NDIS participant bookings and individual consults — each with different durations, funding requirements and session limits. Your calendar stays organised without your front desk spending half the day managing it.

In practice

A two-practitioner exercise physiology clinic on the Gold Coast runs individual chronic disease management sessions (45 min), group exercise classes (60 min), NDIS participant appointments (variable durations based on plan funding), and workplace rehabilitation assessments. Their receptionist is spending three hours a day just managing bookings and rebookings. Within two weeks of onboarding, our team handles the full calendar — including coordinating NDIS participant availability with support workers and rebooking the patients who cancel within 24 hours.

What we handle

Scheduling across multiple practitioners, session types and locations in Cliniko
NDIS participant scheduling with support worker coordination
Group exercise class bookings and capacity management
Chronic disease management session blocks mapped to GP Management Plan referral periods
Waitlist management and same-day cancellation gap filling
Rebooking no-shows and late cancellations within 48 hours
Telehealth and home visit appointment coordination

NDIS & Chronic Disease Management Administration

NDIS plan management and Medicare Chronic Disease Management referrals are central to most exercise physiology practices. Tracking plan funding, session allocations, GP Management Plan expiry dates and service agreements takes hours every week — hours your clinicians should be spending with patients.

In practice

An exercise physiology practice in Adelaide has 45 active NDIS participants and receives 20+ new Medicare Chronic Disease Management referrals per month. Each NDIS participant needs plan funding verified before every session, service agreements kept current, and claims submitted within the correct billing period. Each CDM referral needs the GP Management Plan logged, sessions tracked against the five-visit Medicare allocation, and reports sent back to the referring GP. Our team manages both streams end to end — from verifying funding before the patient arrives to submitting claims the same week.

What we handle

NDIS plan funding verification before every appointment
NDIS service agreement preparation and tracking
Logging new GP Management Plan and Team Care Arrangement referrals
Tracking remaining sessions against Medicare CDM five-visit allocations
Alerting practitioners when patients approach NDIS plan review dates
Chasing outstanding GP referral letters and Management Plan renewals
Maintaining accurate NDIS and CDM records in Cliniko

Patient Communication & Program Adherence

Exercise physiology patients often need long term programs to see results. The ones who drop off early are the ones who needed consistent support the most. Structured communication keeps them engaged, attending and progressing.

In practice

A Cairns exercise physiology practice notices that their Type 2 diabetes management patients consistently stop attending after the third session of a five-session Medicare program. Our team builds a communication workflow in Cliniko: appointment reminders before each session, a personal follow-up message if they miss one, and an educational touchpoint between sessions reinforcing the value of completing the full program. Completion rates go from 52% to 84% within four months.

What we handle

SMS and email recall campaigns for lapsed chronic disease management patients
Exercise program follow-up messages between sessions
NDIS participant communication and session reminders
Post-appointment follow-ups and home exercise program check-ins
New patient welcome sequences with onboarding information
Reactivation outreach for patients inactive beyond 90 days
Seasonal campaign management (diabetes prevention, cardiac rehab awareness, falls prevention)

Billing, NDIS Claims & Funding Verification

Checking funding before the patient arrives — not after. NDIS plan budgets verified, Medicare CDM sessions confirmed, DVA approvals tracked and private health eligibility checked. Every session billed correctly, on time, every time.

In practice

An exercise physiology practice in Western Sydney discovers they have $18,000 in unbilled NDIS sessions because claim paperwork was not submitted within the required timeframe. Our team implements a same-week billing cycle: NDIS funding is verified before every appointment, invoices are generated the day of treatment, NDIS claims are submitted within 48 hours, and Medicare CDM claims are bulk billed the same day. Outstanding invoices are followed up weekly.

What we handle

Pre-appointment NDIS plan funding verification and budget checks
Same-day invoice generation in Cliniko
NDIS claim preparation, submission and reconciliation
Medicare Chronic Disease Management bulk billing claims
DVA prior approval tracking and claim processing
Private health fund eligibility verification
Workers compensation claim administration
End-of-month financial reconciliation and outstanding invoice follow-up

Referrer Relationships & Practice Growth

The GPs, specialists, NDIS coordinators and support coordinators who send you patients need to hear from you. Not just when you want referrals — but with progress updates, reports and genuine follow-through that builds trust over time.

In practice

An exercise physiology practice receives referrals from 30+ GPs and a dozen NDIS support coordinators but has never sent a structured progress report back to any of them. Our team sets up a referrer communication workflow: progress reports after session three of every CDM program, discharge summaries on completion, NDIS progress updates before plan reviews, and a quarterly newsletter to the top referrers highlighting new services and practitioner specialisations. Referral volume increases by 35% within six months.

What we handle

Tracking referral sources and volumes in Cliniko
Sending treatment progress reports to referring GPs after CDM sessions
NDIS progress reports to support coordinators before plan reviews
Discharge summary preparation and distribution
New referrer welcome and introduction packs
NDIS support coordinator relationship management and outreach
Quarterly referrer communication campaigns
Referral source performance reporting for practice owners

Built for Australian exercise physiology compliance

ESSA awareness

Our team understands the regulatory context your practice operates in. We handle admin tasks with awareness of Exercise and Sports Science Australia accreditation requirements, professional standards and scope of practice guidelines.

Medicare CDM

Chronic Disease Management plans, GP Management Plan referrals, Team Care Arrangement session tracking and five-visit Medicare allocations — we manage the administrative side of CDM so your exercise physiologists focus on treatment.

NDIS & DVA

Plan funding verification, service agreement administration, claim preparation and submission, plan review coordination and DVA prior approval tracking. We keep your funding administration current so revenue does not slip through the cracks.

Common questions from exercise physiology practices

Does your team understand exercise physiology specific workflows?

Yes. Our team is trained in exercise physiology practice operations — from NDIS participant management and Medicare Chronic Disease Management referral tracking to group exercise class coordination and GP Management Plan administration. We work exclusively with allied health practices, so the terminology, funding pathways and clinical workflows are part of our daily operations.

Can you handle NDIS claims and Medicare CDM billing?

We manage the full billing lifecycle for exercise physiology practices: pre-appointment NDIS plan funding verification, same-day invoicing in Cliniko, NDIS claim preparation and submission, Medicare CDM bulk billing, DVA processing, workers compensation claims and private health fund reconciliation. We handle the administration — your practitioners handle the clinical decisions.

How do you manage NDIS participant scheduling?

We coordinate NDIS participant appointments including support worker availability, transport arrangements, session durations based on plan funding, and service agreement requirements. We verify plan funding before every appointment and flag upcoming plan review dates so your practitioners can prepare progress reports in advance.

Do you work with practices that run group exercise classes?

Absolutely. We manage group exercise class scheduling including capacity limits, participant eligibility checks, waitlist management and attendance tracking. Whether it is a chronic disease management group, a falls prevention class or a cardiac rehabilitation program, we handle the administration so your exercise physiologists can focus on delivering the sessions.

What hours does your team cover?

Our standard coverage aligns with Australian business hours. For practices that need early morning or late afternoon support — common in exercise physiology where patients attend before or after work — we can arrange extended coverage. Your dedicated team members work consistent hours so patients and NDIS participants deal with familiar people.

Your practice helps people move. Your admin should move just as well.

Book a conversation and we will walk through exactly how our team would support your exercise physiology practice.

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