Admin support built for Perth’s allied health clinics
From Joondalup to Fremantle, Midland to Mandurah, a Perth clinic carries the same admin as any other: bookings, claims, recalls and an inbox that never quite empties. Your Cliniko trained team member covers appointments, NDIS claims, recalls, billing and correspondence so your practitioners can focus on patients.
01
Appointment management for Perth’s allied health clinics
Greater Perth runs a long way along the coast, from Joondalup in the north to Rockingham and Mandurah in the south. A practice with more than one site, or more than a handful of practitioners, has a calendar that needs someone watching it all day, not squeezing it in between patients at the front desk.
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 Perth suburbs
02
NDIS claims and plan management for Western Australian providers
The NDIS is a national scheme, so the claiming work for a Perth practice is the same work we do for clinics in the eastern states. State schemes are the part that changes. Workers compensation in Western Australia is regulated by WorkCover WA, 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 Perth patients engaged
The patients who stop coming back are often the ones who needed you most. A recall list only works when someone runs it every week, and that is rarely the person who is also answering the phone and greeting the waiting room.
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
Referrals, insurer queries, patient questions and messages between practitioners all land in the same inbox. When it runs days behind, a referral is a patient who has not been booked. Your team member keeps it moving so your practitioners can stay with the person in front of them.
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
Unbilled sessions, missed gap payments and invoices nobody chased add up quietly. Daily reconciliation against the appointment book is dull work, and it is the work that tells you where the money is and where it is not.
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 Perth practices
Do your virtual assistants understand Cliniko for Western 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. The software is the same in Perth as anywhere else, so 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 Perth 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 Perth practices?
Perth runs on Australian Western Standard Time, two hours behind Brisbane all year and three hours behind Sydney and Melbourne while they are on daylight saving. Western Australia does not observe daylight saving, and neither does the Philippines, which keeps the same clock time as Perth. 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 Perth do you support?
All of Greater Perth, from Joondalup and Wanneroo in the north to Fremantle, Rockingham and Mandurah in the south, Subiaco and the inner suburbs, Midland in the east and Armadale in the south east. The work is remote, so a practice in Bunbury, Geraldton, Albany or Kalgoorlie 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.