Admin support built specifically for podiatry practices

Your patients need precise clinical care. Your practice needs precise admin. We provide Cliniko trained healthcare professionals who understand podiatry workflows, terminology, and the funding landscape Australian podiatrists work within every day.

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Podiatry practices have admin requirements that generic support simply cannot handle. From managing different appointment durations for biomechanical assessments versus routine nail care, to tracking Medicare EPC sessions, processing NDIS claims, and maintaining diabetic recall lists, the administrative workload is uniquely complex. Our dedicated admin team is trained in podiatry specific workflows and the practice management systems Australian podiatrists rely on. They work inside your Cliniko account, follow your processes, and operate as an extension of your practice.

Appointment Management for Podiatrists

Biomechanical assessments, diabetic foot checks, orthotics fittings, routine nail care. Every appointment type has different time requirements. Your calendar should reflect that without you managing it.

In practice

A solo podiatrist in Perth runs a mixed caseload across five days. Monday mornings are blocked for 45 minute biomechanical assessments, Tuesdays have back to back 20 minute diabetic foot reviews, and Fridays are reserved for orthotics fittings and adjustments. A patient cancels a Thursday biomechanical slot at short notice. Your Clinic Admin team checks the waitlist, identifies a patient who has been waiting for exactly that appointment type, and rebooks the slot within the hour. The podiatrist walks in to a full day without having touched the calendar.

What we handle

Appointment scheduling and calendar management in Cliniko
Managing different appointment types and durations (initial assessment, follow up, diabetic review, orthotics fitting)
Waitlist management with appointment type matching
Rebooking no shows and late cancellations
Coordinating multi appointment treatment plans across weeks
Buffer time management between complex assessments
New patient intake scheduling with correct appointment length

Patient Communication and Recalls

Diabetic patients who need six monthly foot checks are your highest clinical responsibility. They are also the patients most likely to fall off your recall list.

In practice

A podiatry practice in Melbourne has 340 diabetic patients on their books. Around 30% of them are overdue for their six monthly foot assessment. The practice knows this is a problem but the front desk team is flat out handling walk ins and phone calls. Your Clinic Admin team runs a structured recall campaign, contacting overdue patients in priority order based on risk category and last visit date. Within three weeks, 60% of overdue patients have rebooked. The remaining patients receive a second round of contact. No one slips through because the process is systematic, not ad hoc.

What we handle

Diabetic recall campaigns based on clinical review schedules
Appointment reminders via SMS and email through Cliniko
Post treatment follow up messages after complex procedures
New patient welcome communications with practice information
Lapsed patient reactivation outreach
Recall list maintenance and overdue patient tracking
Custom communication sequences for orthotics patients awaiting device fitting

Billing, Medicare and NDIS

EPC referrals, NDIS plan management, DVA claims. Each funding stream has its own rules. Getting it wrong costs you time and money.

In practice

A podiatrist in Brisbane does significant NDIS work alongside private and Medicare patients. Before each NDIS appointment, someone needs to verify the participant has podiatry funding remaining in their plan, confirm the correct price guide rate, and check whether the plan is self managed, plan managed, or NDIA managed. The podiatrist was doing this between patients, often running late as a result. Your Clinic Admin team now handles all pre appointment funding checks. By the time the patient arrives, the podiatrist knows exactly what is covered, what rate applies, and who to invoice. Claims are submitted within 48 hours of the appointment.

What we handle

Medicare EPC referral tracking and remaining session counts
NDIS plan verification and funding checks before appointments
NDIS claim preparation and submission
DVA claim processing and documentation
Private health fund eligibility verification
Invoice generation and payment follow ups in Cliniko
Aged receivables management for outstanding patient accounts
Correct item number application for different service types

Referrer Relationship Management

GPs refer to podiatrists they trust. Trust is built through communication, not just clinical outcomes. If you are not sending reports back, someone else will be.

In practice

A podiatrist in Adelaide receives around 15 GP referrals per month, mostly for diabetic foot assessments and EPC patients. The clinical work is excellent but the podiatrist has never found time to send treatment reports back to referring GPs. Over six months, referrals from two previously active GPs have dropped to zero. Your Clinic Admin team implements a referrer communication workflow. After every referred patient appointment, a brief treatment summary is drafted from the clinical notes and sent to the referring GP within five business days. Quarterly referral reports track which GPs are referring, which have gone quiet, and which new GPs in the area could be contacted. Within four months, referral volume increases by 25%.

What we handle

GP referral tracking and source reporting in Cliniko
Treatment report letters drafted from clinical notes for referring GPs
New referrer identification and outreach in your area
Referral source analysis and quarterly reporting
Thank you communications to active referrers
Re engagement outreach to lapsed referral sources
Allied health cross referral coordination (orthotists, physiotherapists, diabetes educators)

Practice Operations and Documentation

Clean records, organised files, and operational consistency. The work nobody sees until it is not done.

In practice

A podiatry clinic in Sydney is opening a second location. The principal podiatrist needs patient records standardised across both sites, onboarding paperwork updated for the new location, clinical templates consistent between practitioners, and stocktake processes in place for orthotics materials and supplies. Doing this while treating patients full time at the existing clinic is not realistic. Your Clinic Admin team handles the operational setup. Patient records are audited and cleaned. Onboarding forms are updated. Clinical document templates are standardised. A stocktake process for orthotics materials, padding, strapping supplies, and sterilisation consumables is established. The second location opens with the same operational standards as the first.

What we handle

Patient record maintenance and data cleanup in Cliniko
New patient onboarding paperwork and form management
Clinical document upload, filing, and organisation
Treatment plan tracking across multi visit protocols
Stocktake support for orthotics supplies, padding, and clinical consumables
Standard operating procedure documentation
Practitioner schedule coordination across multiple locations
Practice management reporting and KPI tracking

Built around Australian podiatry compliance

Podiatry in Australia operates within a specific regulatory framework. Podiatrists must hold AHPRA registration to practise, maintain Medicare provider numbers for bulk billing and EPC claims, and meet the documentation standards set by the Podiatry Board of Australia. Practices that provide DVA services have additional reporting requirements. NDIS service providers must follow the NDIS Price Guide and Quality and Safeguards Commission standards.

Our team understands this landscape. We do not process clinical decisions, but we ensure the administrative side of compliance runs smoothly. That means EPC referral tracking is accurate, NDIS funding is verified before appointments, DVA claims are submitted correctly, and patient records in Cliniko meet the documentation standards your registration requires. We stay current with Medicare item number changes, NDIS pricing updates, and DVA schedule amendments so you do not have to chase that information yourself.

This is not about replacing clinical judgement. It is about making sure the admin surrounding your clinical work is handled with the same precision you bring to patient care.

Common questions from podiatry practices

Do your team understand podiatry specific terminology?

Yes. Our healthcare professionals are trained in podiatry terminology and workflows before they start working with your practice. They understand the difference between a biomechanical assessment and a general treatment, know what a diabetic foot review involves, and can work with orthotics related documentation. They are not clinicians, but they understand the language and processes well enough to manage your admin accurately.

Can you handle DVA and NDIS claims?

We handle the administrative side of DVA and NDIS claims. For NDIS, that includes pre appointment plan verification, checking funding categories and remaining budgets, preparing claim documentation, and submitting claims to plan managers or the NDIA portal. For DVA, we manage the claim submission process, track approvals, and ensure documentation meets DVA requirements. The clinical content of claims remains your responsibility, but the administrative processing is handled by our team.

How do you manage different appointment types?

We configure and manage your Cliniko appointment types to reflect your actual clinical workflow. That means separate appointment categories for initial biomechanical assessments, follow up treatments, diabetic foot reviews, orthotics fittings, nail surgery consultations, and routine care. Each type has the correct duration, practitioner assignment, and any pre appointment requirements noted. When patients book or are rebooked, they are matched to the correct appointment type every time.

What practice management software do you work with?

We train specifically on Cliniko, which is the platform most Australian podiatry practices use. Our team works directly inside your Cliniko account, handling scheduling, patient records, billing, recalls, and reporting. We also support practices using Nookal and Splose. If your practice uses a different system, we can discuss whether it is something we can support during your initial conversation.

How quickly can your team start working with my practice?

After your initial conversation, we typically begin with a practice onboarding process that takes one to two weeks. During this time, we learn your specific workflows, Cliniko setup, appointment types, recall protocols, and billing processes. We do not use a one size fits all approach. Your dedicated admin team is configured around how your practice actually operates, not a generic template. Most practices are fully operational within two to three weeks of signing on.

Your practice runs on precision. So does our admin.

Tell us about your podiatry practice, your current admin challenges, and what a good outcome looks like. We will show you exactly how our team would work alongside yours.

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