Here's what comes off
your plate.
Every task below is something your local team is either doing at the expense of something else, or not doing at all. Your Clinic Admin team supports you across all of it — with clinical understanding that generic admin staff don't have.
6
Service categories
34
Tasks we handle
6
Service categories
34
Tasks we handle
01
Appointment Management
Your calendar stays full. Your patients show up. Your waitlist actually works.
In practice
A patient cancels at 2pm. Your Clinic Admin team checks the waitlist, identifies the next three suitable patients, and notifies your front desk with names and numbers ready to call — often before your practitioner even knows the slot was empty.
What we handle
- New appointment bookings
- Rescheduling and cancellations
- Appointment reminders (SMS, email)
- Waitlist management and gap filling
- Calendar optimisation across practitioners
- No-show follow ups and rebooking
02
Patient Communication
Professional, responsive communication that reflects your practice — without tying up your front desk.
In practice
Your inbox has 40 unread emails by Monday morning. By the time your local team arrives, your Clinic Admin team has triaged them — urgent flagged, routine handled, new patient enquiries responded to with your standard booking process.
What we handle
- Email inbox triage and response
- New patient enquiry follow up
- Referral coordination
- Patient onboarding paperwork
- General correspondence
- Callback lists and message summaries
03
Billing & Claims
Stop leaving money on the table. Funding checked before the patient sits down, not after.
In practice
Your Clinic Admin team checks remaining EPC sessions before each appointment. When a patient is on their last visit, the GP correspondence is already drafted before the practitioner finishes the session.
What we handle
- Invoice generation and payment follow ups
- Medicare bulk billing
- DVA claims processing
- Health fund reconciliations
- EPC tracking, renewals, and documentation
- Billing system tasks
- Aged receivables follow up
04
Documentation & Records
Clean data. Organised files. Records that are actually up to date.
In practice
Your practitioner finishes a session and dictates notes through Heidi. Your Clinic Admin team processes, checks, and files them — correctly, because they understand the clinical terminology.
What we handle
- Data entry and patient record cleanup
- Document preparation and letter templates
- Treatment note processing (Heidi AI)
- File organisation and record maintenance
- Report generation
05
Practice Operations
The behind the scenes work that keeps everything running — without you having to think about it.
In practice
Your Clinic Admin team notices that Tuesday 3–5pm has been consistently underbooked for six weeks and flags it with a suggested fix. That’s the kind of pattern you’re too busy to spot.
What we handle
- Practice management software admin
- Inventory tracking and supplier coordination
- Basic bookkeeping preparation
- Policy and procedure documentation
- Process improvement identification
06
Referrer Relationships
The growth engine most practices know they should maintain but never find time for.
In practice
A GP who used to refer regularly hasn’t sent anyone in three months. Your Clinic Admin team flags it, drafts a check-in email, and coordinates a thank you gesture — before you’ve even noticed the drop.
What we handle
- Thank you communications after every referral
- Progress updates to referring practitioners
- Referral source tracking and reporting
- Re-engagement outreach
- Gift and gesture coordination
Deep expertise in your software
We train specifically on the platforms allied health practices actually use.
Not just button clicking. Workflow optimisation, custom field setup, reporting configuration, and getting the most out of systems that most practices only use at 30% capacity.
Every clinic is different.
The list above covers what's possible. What matters is what your practice actually needs. Book a conversation and we'll map your specific admin load together.