A virtual medical receptionist who actually understands healthcare
Dedicated medical reception for allied health practices across Australia. Appointment management, patient communication, billing administration, and practice operations handled by a trained team that knows Cliniko, understands EPC workflows, and works exclusively in healthcare.
01
Medical Reception Without the Overhead
Your front desk is doing everything at once. Phones ringing between patients, recalls falling behind, waitlists going cold. Something always slips.
In practice
A physiotherapy practice with four practitioners has one front desk person handling everything. Phones ring while patients check in. The recall list hasn’t been touched in three weeks. New patient enquiries sit in the inbox for days. The practice owner knows the admin is falling behind but can’t justify a second full-time hire. With a Clinic Admin team working behind the scenes, phone overflow is handled in real time, the waitlist is actively managed, and new patient intake is processed the same day it comes in. The front desk person can actually focus on the patients standing in front of them.
What we handle
- Phone overflow handling during busy periods
- Appointment scheduling and rescheduling
- Patient check-in preparation and documentation
- Waitlist management and gap filling
- New patient intake processing
02
Practice Management Software Expertise
You’re paying for powerful software. Your team is using about 30% of it.
In practice
A podiatry practice moved to Cliniko eighteen months ago. The migration went fine, but the team still manages recalls manually, the online booking page is misconfigured, and nobody has touched the reporting dashboard since setup. The software could be doing half the admin work automatically, but nobody has had time to set it up properly. Our team trains specifically on the platforms allied health practices use. We configure automated recalls, optimise online booking flows, build reporting dashboards, and make sure the software is actually working as hard as your practitioners are.
Unlike generic receptionist services, our team trains specifically on the software your practice uses. Not just button clicking. Workflow configuration, custom field setup, and getting genuine value from systems most practices barely scratch the surface of.
What we handle
- Full Cliniko workflow management and optimisation
- Nookal and Splose administration and support
- Online booking configuration and troubleshooting
- Automated recall and reminder setup
- Reporting and dashboard management
03
Patient Communication That Reflects Your Practice
Patients judge your practice by how quickly and professionally you respond. Not by how good your practitioners are.
In practice
An allied health clinic with three disciplines under one roof keeps getting feedback that phone messages aren’t returned and emails go unanswered for days. The practitioners are excellent, but the patient experience between appointments is letting the whole practice down. Referrers have started hearing about it. With a dedicated Clinic Admin team handling patient communication, messages are returned the same day, email correspondence is professional and consistent, and recall campaigns actually go out on schedule. The practice starts to feel as organised as it actually is.
What we handle
- Same day message responses and callback management
- Professional email correspondence on behalf of the practice
- SMS recall campaigns and re-engagement outreach
- Post appointment follow ups and care instructions
- Referrer communications and progress updates
04
Billing and Claims Administration
Every claim that sits unprocessed is revenue your practice has already earned but hasn’t collected.
In practice
An exercise physiology practice works with a mix of NDIS, Medicare EPC, and DVA patients. The billing admin is always behind. NDIS claims aren’t submitted within the required timeframes. EPC session counts aren’t tracked properly, so patients run out of funded visits without warning. The practice is literally leaving money on the table every week because nobody has time to stay on top of it. Our team handles claim administration methodically. Funding is verified before patients arrive. Session counts are tracked in real time. Claims are processed promptly and reconciled at month end so the practice owner actually knows where the business stands.
What we handle
- Medicare EPC claim administration and session tracking
- NDIS funding verification and claim processing
- DVA claim administration
- Private health fund claim support
- End of month financial reconciliation
05
The Team Behind Your Front Desk
This isn’t a freelancer marketplace. It’s a managed service with real accountability.
In practice
A practice owner has tried outsourcing before. They were given a person, left to manage them, and it fell apart within three months. The experience left a bad taste. What they actually needed wasn’t just a person. They needed a properly managed team with oversight, training, and continuity built in. That’s what Clinic Admin provides. Dedicated team members who know your practice, managed by Yoonet with fifteen years of experience in healthcare operations. If someone is away, coverage is seamless. If something isn’t working, we fix it before you have to ask.
What we handle
- Dedicated team members assigned to your practice, not a rotating pool
- Australian business hours coverage
- Managed by Yoonet with 15 years in healthcare operations
- Regular performance reporting and quality reviews
- Privacy trained administration with healthcare data handling protocols
Why allied health practices choose Clinic Admin over generic reception services
There are plenty of virtual medical reception options. Most are built for GPs, staffed by generalists, and sold as individual placements. Here is how Clinic Admin is different.
Trained on Cliniko, Nookal, and Splose
Generic reception services learn your software on your time. Our team arrives trained on the platforms allied health practices actually use, with workflows already mapped.
Allied health specialists, not GP generalists
Most virtual medical reception services are built around general practice workflows. We work exclusively with allied health: podiatry, physiotherapy, exercise physiology, and multidisciplinary clinics. The admin patterns are different, and we understand them.
A managed service, not a freelancer marketplace
You don’t get handed a person and left to figure it out. Clinic Admin is a fully managed service with oversight, training, quality assurance, and coverage continuity built in.
Fifteen years of healthcare operations experience
Clinic Admin is backed by Yoonet, which has been supporting Australian healthcare practices since 2010. This isn’t a startup experimenting with medical reception. It’s a mature operation with proven processes.
Common questions about virtual medical reception
Straight answers. No sales pitch.
How is this different from a call centre?
A call centre gives you whoever is available. They follow a script and move on. Our team members are dedicated to your practice. They learn your practitioners’ names, your booking preferences, your patient communication style. They become an extension of your front desk, not a generic overflow service. The difference is obvious to patients from the first interaction.
What practice management software do you support?
Our team trains specifically on Cliniko, Nookal, and Splose. These are the platforms most allied health practices in Australia use, and we go well beyond basic data entry. We handle workflow configuration, automated recall setup, online booking optimisation, and reporting. If your practice uses a different system, we can discuss whether it’s a good fit during our initial conversation.
Can your team handle our specific patient communication style?
Yes. During onboarding, we learn how your practice communicates: tone of voice, standard responses, escalation preferences, and any specific language your practitioners prefer. Our team members are assigned to your practice long term, so they build genuine familiarity with how you operate. Most practices tell us patients can’t tell the difference between our team and their in-house staff.
What happens if our dedicated team member is away?
Because this is a managed service, coverage is built in. We maintain trained backup team members who are familiar with allied health workflows and can step in without disruption. You don’t need to manage leave cover or worry about gaps. That’s our responsibility.
Do you work with GP practices?
Our focus is allied health: physiotherapy, podiatry, exercise physiology, and multidisciplinary allied health clinics. That specialisation is deliberate. Allied health practices have distinct admin workflows around EPC management, NDIS funding, and discipline-specific scheduling patterns. We’ve built our training and processes around those requirements specifically.
Professional medical reception. Without the recruitment headache.
Tell us about your practice, your admin load, and what's falling through the cracks. We'll show you exactly how a dedicated Clinic Admin team fits in.
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