Healthcare Administrator (AU Experience Required)

In this role, you will take ownership of patient communications, inbox management, diary rebooking, and invoicing, allowing the on-site team to focus fully on in-clinic patient care. The ideal candidate possesses deep expertise in Cliniko practice management software and a solid understanding of the Australian healthcare system and funding framewor

Requirements

Patient Communication & Inbox Management

* Manage clinic email inboxes and patient messaging, responding promptly and professionally in alignment with clinic policies.
* Process rebookings, rescheduling, and cancellations to maintain full and accurate practitioner diaries across both clinic locations.
* Proactively follow up with patients regarding missed appointments, outstanding forms, and referral paperwork.
* Answer and return phone calls as needed (for candidates with strong spoken English).

Billing, Invoicing & Claims Management

* Prepare and issue accurate patient invoices, keep account records updated, and follow up on outstanding balances.
* Facilitate billing and claim workflows for private health funds (HICAPS), Medicare (EPC plans), WorkCover, CTP, and DVA, ensuring all necessary documentation is complete.
* Audit billing details and ensure proper item numbers and fee schedules are applied before dispatching invoices.

Cliniko Administration & Reporting

* Maintain and update Cliniko system settings, including fee schedules, billable items, pricing, and appointment types.
* Generate and distribute regular operational reports (e.g., revenue, appointment volume, and billing summaries) for leadership.
* Organize and maintain patient medical records, referrals, and administrative documents while adhering strictly to privacy and data security standards.

Operational Support

* Relieve on-site front desk staff of routine back-office administrative tasks.
* Execute additional administrative duties as assigned by the Practice Manager.

QUALIFICATIONS:

* Cliniko Expertise: Direct, hands-on experience managing Cliniko, including setup and maintenance of billable items, pricing, appointment types, and reporting features.
* Healthcare Admin Experience: Proven background in client communication and administration within an Australian clinic setting (preferably allied health, physiotherapy, or medical practices).
* Funding Scheme Knowledge: Working understanding of Australian healthcare funding models, including HICAPS/private health funds, Medicare (EPC referrals), WorkCover, CTP, and DVA.
* Administrative Skills: Demonstrated capability in managing patient email inboxes, complex diary rescheduling, and invoicing workflows.
* English Proficiency: Exceptional written English skills with a warm, empathetic, and professional communication style.
* Shift Availability: Must be fully available to work a split-shift schedule during Sydney business hours from the Philippines.

Preferred:

* Confident spoken English capabilities for direct patient phone contact and call handling.
* Current or recent experience working directly with an Australian healthcare clinic.
* Familiarity with VOIP phone systems, call routing, and live call transfers.
* General proficiency with related operational platforms such as Xero, Microsoft 365, or Google Workspace.