[Hiring] Healthcare Administrator @D2B

Role Description

We are seeking an experienced remote Healthcare Administrator to provide essential behind-the-scenes patient and billing administrative support across both Sydney allied health clinics. Working closely with the Practice Manager and Founder, you will serve as a dedicated extension of the on-site front desk team.

• Take ownership of patient communications, inbox management, diary rebooking, and invoicing.
• Allow the on-site team to focus fully on in-clinic patient care.

Responsibilities

• 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 Qualifications

• 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.