[Hiring] Allied Health Scheduling Administrator @Emapta

Role Description

The Allied Health Scheduling Administrator ensures practitioners, clients, and communities stay connected through efficient scheduling that improves care delivery.

Qualifications

• Minimum of 2 years of experience in administration, scheduling, rostering, bookings, or customer service
• Strong computer literacy
• Excellent written and verbal communication skills
• Desirable experience in allied health, aged care, disability, community health, medical administration, or NDIS/HCP services
• Experience using practice management or scheduling software
• Understanding of mobile and community-based healthcare services

Requirements

• Strong organizational and time management skills
• Ability to manage multiple diaries and competing priorities
• High attention to detail and accuracy
• Ability to remain calm and professional when handling changes, cancellations, or urgent requests
• Proficiency in using scheduling systems, email, phone, and standard computer applications
• Ability to work independently and collaboratively within a team
• Professional, reliable, and client-focused approach

Responsibilities

• Manage practitioner diaries and daily schedules.
• Book, reschedule, and cancel client appointments as required.
• Schedule appointments efficiently based on practitioner availability, location, travel time, client preferences, and urgency.
• Monitor upcoming appointments and adjust schedules as needed.
• Identify and fill gaps in practitioner schedules to maximize availability.
• Coordinate appointments with clients, families, support coordinators, case managers, facilities, and other stakeholders.
• Provide appointment confirmations and relevant booking information.
• Liaise with practitioners regarding diary changes, availability, cancellations, and client updates.
• Escalate urgent or complex scheduling issues to the appropriate manager.
• Process new referrals and coordinate initial appointments.
• Accurately enter and maintain client details, funding information, appointment notes, and booking records in relevant systems.
• Follow internal procedures for client intake, booking, and appointment coordination.
• Optimize practitioner utilization by minimizing unnecessary travel and diary gaps.
• Monitor appointment capacity and report scheduling concerns to management.
• Assist with general administrative tasks as required.
• Contribute to a positive, organized, and responsive administration team.

Key Performance Indicators

• Book appointments accurately and within required timeframes.
• Maintain practitioner diaries with minimal scheduling gaps where possible.
• Deliver clear, timely, and professional communication to clients and stakeholders.
• Process appointment changes and cancellations promptly.
• Escalate scheduling issues appropriately.

Benefits

• Day 1 HMO coverage with free dependent
• Competitive Salary Package
• Day Shift schedule
• Fixed weekends off
• Permanent WFH arrangement
• Salary Advance Program through our banking partner (Eligibility and approval subject to bank assessment. Available to account holders with minimum of 6 months company tenure.)
• Unlimited upskilling through Emapta Academy courses
• Free 24/7 access to our office gyms (Ortigas and Makati) with a free physical fitness trainer!
• Exclusive Emapta Lifestyle perks (hotel and restaurant discounts, and more!)
• Unlimited opportunities for employee referral incentives across the organization
• Standard government and Emapta benefits
• Total of 20 annual leaves to be used at your own discretion (including 5 credits convertible to cash)
• Fun engagement activities for employees
• Mentorship and exposure to global leaders and teams
• Career growth opportunities
• Diverse and supportive work environment