Physiotherapy practices
Admin support built for physiotherapy practices
Your team handles the clinical work. Ours handles everything behind the front desk — appointments, EPC referrals, recalls, billing, and referrer relationships. Trained in Cliniko. Managed from day one.
15+ years
in healthcare operations
Cliniko
trained from day one
Australia
focused exclusively
Managed
not a freelancer marketplace
01
Appointment Management for Physiotherapy
Initial assessments, follow-ups, group classes, hydrotherapy sessions — each with different durations, rooms and practitioners. Your calendar stays organised without your front desk drowning in it.
In practice
A four-practitioner physio clinic in Brisbane runs initial assessments (60 min), standard follow-ups (30 min), clinical Pilates groups (45 min) and hydrotherapy sessions that need pool availability confirmed. Their receptionist spends half the day just managing booking changes. Within two weeks of onboarding, our team handles the full calendar — including rebooking the 12% of patients who cancel within 24 hours.
What we handle
- Scheduling across multiple practitioners, rooms and appointment types in Cliniko
- Managing waitlist and filling cancelled slots same-day
- Rebooking no-shows and late cancellations within 48 hours
- Coordinating group class bookings and capacity limits
- Handling online booking conflicts and double-ups
- Treatment plan scheduling — mapping out 6-session blocks at the right intervals
02
EPC Referrals & Medicare Administration
Enhanced Primary Care plans are the backbone of physio referrals. But tracking remaining sessions, chasing GP referral letters and managing expiry dates takes time your clinicians should not be spending.
In practice
A Toowoomba physio practice receives 30+ new EPC referrals per month. Each one needs the GP referral letter filed, sessions tracked against the five-visit Medicare cap, and patients rebooked before their plan expires. Our team manages the full EPC lifecycle — from logging the initial referral to sending the GP a progress report after session three.
What we handle
- Logging new EPC referrals and linking to patient records in Cliniko
- Tracking remaining sessions against the Medicare five-visit cap
- Alerting practitioners when patients approach session limits
- Chasing outstanding GP referral letters
- Processing Medicare bulk billing claims
- Sending progress reports to referring GPs at the right intervals
03
Patient Communication & Recall Campaigns
The patients who stop coming back are the ones who needed you most. Structured recall campaigns bring them back — without your team having to remember who fell off the schedule.
In practice
A sports physio practice notices their ACL rehab patients consistently drop off after session four of an eight-session program. Our team builds a recall workflow in Cliniko: automated reminders before each session, a personal follow-up message if they miss one, and a 30-day reactivation campaign for anyone who goes quiet. Completion rates go from 48% to 81% within three months.
What we handle
- SMS and email recall campaigns via Cliniko for lapsed patients
- Post-appointment follow-up messages
- Treatment program completion reminders
- New patient welcome sequences
- Seasonal campaign management (back-to-sport, workplace ergonomics)
- Reactivation outreach for patients inactive beyond 90 days
04
Billing, NDIS & Funding Verification
Checking funding before the patient sits down — not after. NDIS plan reviews, DVA approvals, private health fund verification and Medicare claims processed the same day.
In practice
A physiotherapy practice doing NDIS work discovers they have $14,000 in unbilled sessions because claim paperwork was not submitted on time. Our team implements a same-week billing cycle: funding is verified before every appointment, invoices are generated the day of treatment, and NDIS claims are submitted within 48 hours.
What we handle
- Pre-appointment funding verification (NDIS, DVA, Medicare, private health)
- Same-day invoice generation in Cliniko
- NDIS claim preparation and submission
- DVA prior approval tracking
- Private health fund eligibility checks
- End-of-month financial reconciliation and outstanding invoice follow-up
05
Referrer Relationships & Practice Growth
The GPs, specialists and sports clubs that send you patients need to hear from you. Not just when you want something — but with updates, reports and genuine follow-through.
In practice
A physio practice receives referrals from 40+ GPs but has never sent a single discharge summary back. Our team sets up a referrer communication workflow: progress reports after session three, discharge summaries on completion, and a quarterly newsletter to the top 20 referrers highlighting new services and practitioner specialities.
What we handle
- Tracking referral sources and volumes in Cliniko
- Sending treatment progress letters to referring GPs
- Discharge summary preparation and distribution
- New referrer welcome and introduction packs
- Quarterly referrer communication campaigns
- Referral source performance reporting for practice owners
Built for Australian physiotherapy compliance
AHPRA awareness
Our team understands the regulatory context your practice operates in. We handle admin tasks with awareness of AHPRA registration requirements and professional standards.
Medicare & EPC
Five-session caps, GP referral requirements, bulk billing processes — we manage the administrative side of Medicare so your practitioners focus on treatment.
NDIS & DVA
Plan verification, prior approval tracking, claim preparation and submission. We keep your funding administration current so revenue does not slip through the cracks.
Common questions from physiotherapy practices
Do your team understand physiotherapy-specific workflows?
Yes. Our team is trained in physiotherapy practice operations — from EPC referral management and Medicare session tracking to treatment plan scheduling and clinical Pilates class coordination. We work exclusively with allied health practices, so the terminology and workflows are part of daily operations.
Can you handle Medicare and NDIS billing administration?
We manage the full billing lifecycle: pre-appointment funding verification, same-day invoicing in Cliniko, Medicare bulk billing claims, NDIS claim preparation and submission, DVA processing, and private health fund reconciliation. We handle the admin — your practitioners handle the clinical decisions.
How do you manage different appointment types and durations?
We configure and manage your full appointment structure in Cliniko — initial assessments, standard follow-ups, group classes, hydrotherapy sessions, telehealth consultations — each with the correct duration, room allocation and practitioner assignment. We also manage the waitlist to fill cancellations quickly.
What hours does your team cover?
Our standard coverage aligns with Australian business hours. For practices that need early morning or late afternoon support, we can arrange extended coverage. Your dedicated team members work consistent hours so patients deal with familiar voices.
Your practice runs on movement. Your admin should too.
Book a conversation and we will walk through exactly how our team would support your physiotherapy practice.
Book a Conversation