Admin support built for Adelaide’s allied health clinics
From Norwood to Glenelg, Salisbury to Noarlunga, an Adelaide clinic runs on a front desk that is asked to do everything at once. Your Cliniko trained team member covers appointments, NDIS claims, recalls, billing and correspondence so your practitioners can focus on patients.
01
Appointment management for Adelaide’s allied health clinics
Adelaide’s suburbs run north to south between the hills and the gulf, from Elizabeth and Salisbury down to Marion and Noarlunga. Whether your practice is one room in Unley or several practitioners across two sites, the calendar is the thing that slips first when the front desk is busy.
What your team member covers
- Diary optimisation across multiple practitioners, rooms and appointment types
- Waitlist management and same day cancellation filling
- Cancellation follow up within 24 to 48 hours to rebook lapsed slots
- New patient onboarding covering intake forms, funding verification and initial scheduling
- Multi location scheduling for practices operating across Adelaide suburbs
02
NDIS claims and plan management for South Australian providers
The NDIS is a national scheme, so the claiming work for an Adelaide practice is the same work we do for clinics in the eastern states. State schemes are the part that changes. Workers compensation in South Australia runs through ReturnToWorkSA, with its own fee schedule, so raise it on your first call if it is a large part of your caseload.
What your team member covers
- NDIS portal claim submissions within 48 hours of service delivery
- Service agreement preparation and participant onboarding
- Progress note formatting to meet NDIA documentation standards
- Plan review preparation, collating utilisation data, progress summaries and supporting documents
03
Recall campaigns that keep Adelaide patients engaged
A patient who meant to rebook and never did is the easiest one to lose and the easiest one to win back. Recalls work when someone runs the list every week, on schedule, whether or not the front desk had a quiet afternoon.
What your team member covers
- Overdue patient identification and segmentation by treatment type and risk level
- SMS and email recall sequences via Cliniko, automated with manual follow up layers
- Birthday and annual check up reminders
- Lapsed patient reactivation outreach for patients inactive beyond 60 to 90 days
- Referrer relationship management, keeping GPs and specialists informed on patient progress
04
Inbox triage and correspondence management
A shared practice inbox takes referrals, insurer queries, supplier invoices and patient questions in the same hour. Someone has to sort them the day they arrive, or the referral that mattered sits under the invoice that did not. Your team member does that sorting daily.
What your team member covers
- Inbox zero management with daily triage, categorisation and response across all practice email accounts
- Referral letter processing and practitioner allocation in Cliniko
- GP correspondence covering progress reports, discharge summaries and referral acknowledgements
- Insurance pre approval tracking, submitting requests and following up on outstanding approvals
- Inter practitioner coordination, routing internal messages, shared patient updates and scheduling requests
05
Billing reconciliation and revenue support
If billing is reconciled once a week by a practitioner who keeps getting interrupted, sessions go unbilled and gap payments go unchased. Your team member matches every appointment to an invoice each day, so the end of the month holds no surprises.
What your team member covers
- Daily billing reconciliation, matching invoices against completed appointments in Cliniko
- Medicare claim processing and submission
- HICAPS gap payment tracking and patient follow up for outstanding amounts
- Outstanding invoice follow up with structured reminder sequences at 7, 14 and 30 days
- Monthly revenue reporting with funding stream breakdown and aged receivables
Common questions from Adelaide practices
Do your virtual assistants understand Cliniko for South Australian practices?
Yes. Our team is trained specifically in Cliniko before they join a practice. Your team member covers appointment scheduling, patient records, invoicing, recalls and reporting within Cliniko daily. Because the software is already familiar, the first weeks go on learning your practitioners, your booking rules and how you like patients spoken to.
Can you handle NDIS claims for my Adelaide practice?
Yes. Your team member manages the full NDIS administrative cycle: portal claim submissions, service agreement preparation, progress note formatting, plan review preparation and participant onboarding. Claims are submitted within 48 hours of service delivery to keep your cash flow healthy.
How does timezone coverage work for Adelaide practices?
Adelaide runs on Australian Central Standard Time, half an hour behind Sydney and Melbourne. South Australia observes daylight saving on the same dates as New South Wales and Victoria, so that half hour gap holds all year. Your team member works full time during your practice hours, aligned to your timezone. Our standard day matches the Australian east coast, so tell us your opening hours on the first call and we structure coverage to match.
What areas of Adelaide do you support?
All of Greater Adelaide, from Elizabeth, Salisbury and Modbury in the north to Marion and Noarlunga in the south, Norwood, Unley and Prospect in the inner suburbs, Glenelg on the coast and Mount Barker in the Adelaide Hills. The work is remote, so a practice in Mount Gambier, Whyalla, Port Lincoln or the Barossa is supported in the same way as one in the city.
Do you work with practice software other than Cliniko?
Yes. Cliniko is our core platform, and our team is also trained in Halaxy, Nookal, Power Diary and other platforms used by allied health practices in Australia and New Zealand. If your practice uses a different system, tell us on the first call and we will say whether it is a good fit.
Not sure outsourcing is right for your clinic?
That is exactly what the chat is for. Fifteen minutes, no pitch. We will give you an honest read on whether it fits, and how it would work if it did.