Here is 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 member supports you across all of it, with clinical understanding that generic admin staff do not have.
01
Appointment management
Your calendar stays full, your patients show up, and your waitlist actually works.
In practice
A patient cancels at 2pm. Your team member 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 your team member covers
- New appointment bookings
- Rescheduling and cancellations
- Appointment reminders by SMS and 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 team member has triaged them: urgent flagged, routine handled, new patient enquiries responded to with your standard booking process.
What your team member covers
- Email inbox triage and response
- New patient enquiry follow up
- Referral coordination
- Patient onboarding paperwork
- General correspondence
- Callback lists and message summaries
03
Billing and claims
Stop leaving money on the table. Funding checked before the patient sits down, not after.
In practice
Your team member 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 your team member covers
- Invoice generation and payment follow ups
- Medicare bulk billing
- DVA claims processing
- Health fund reconciliations
- EPC tracking, renewals and documentation
- Aged receivables follow up
04
Documentation and records
Clean data, organised files, and records that are actually up to date.
In practice
Your practitioner finishes a session and dictates notes through Heidi. Your team member processes, checks and files them correctly, because they understand the clinical terminology.
What your team member covers
- Data entry and patient record cleanup
- Document preparation and letter templates
- Treatment note processing with 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 team member notices that Tuesday 3 to 5pm has been consistently underbooked for six weeks and flags it with a suggested fix. That is the kind of pattern you are too busy to spot.
What your team member covers
- 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 has not sent anyone in three months. Your team member flags it, drafts a check in email, and coordinates a thank you gesture before you have even noticed the drop.
What your team member covers
- Thank you communications after every referral
- Progress updates to referring practitioners
- Referral source tracking and reporting
- Renewed outreach to lapsed referrers
- Gift and gesture coordination
Support built around your discipline
Cliniko Virtual Assistant
Your team member arrives trained in Cliniko, managing appointments, patient records, SMS recalls, online bookings and billing for Australian allied health practices.
Read morePhysiotherapy
Dedicated physiotherapy virtual assistant support for Australian physio practices. Trained in Cliniko, EPC billing, recalls and patient communication before day one.
Read morePodiatry
Cliniko trained admin for Australian podiatry practices. Appointments, diabetic recalls, billing and referrer relationships handled so you can focus on patients.
Read moreExercise Physiology
Cliniko trained admin for Australian EP practices. NDIS claims, chronic disease management referrals, scheduling, billing and recalls handled by a dedicated team member.
Read moreVirtual Medical Receptionist
Trained virtual medical reception for Australian allied health practices. Appointments, patient communication, billing and operations handled by a dedicated team member.
Read moreAnd around your city
Melbourne
Cliniko trained virtual assistants for Melbourne allied health practices. Appointment management, NDIS claims, WorkSafe billing and recalls, handled by a dedicated team member.
Read moreSydney
Cliniko trained virtual assistants for Sydney allied health practices. Appointment management, NDIS claims, recalls and inbox triage, handled by a dedicated team member.
Read moreBrisbane
Cliniko trained virtual assistants for Brisbane allied health practices. NDIS claims, appointment management, recalls and admin support from a dedicated team member.
Read moreDeep 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 real value from systems most practices only use at 30% capacity.
Every clinic is different.
The list above covers what is possible. What matters is what your practice actually needs. Book a Zoom and we will map your specific admin load together, honestly, and with no pitch.