Practice Manager – Paediatric Hearing & Allied Health

KEY RESPONSIBILITIES

▸ Patient & Referral Administration

Upload doctor referrals to the correct patient profile, and create new patient records directly from an incoming referral

Create new doctor contacts in the system, sourcing correct details from the referral or the practice's website

Send completed clinical reports to doctors and parents once clinicians have finished them, and prepare clinician letters, including uploading the relevant audiogram

Keep patient profiles accurate and complete — correct formatting, Medicare details and contact information

▸ School Screening Coordination

Manage enquiries from prospective schools and keep a database of contacted, interested, confirmed and declined schools

Reach out to returning schools each year to confirm the following year's screening dates, and manage the confirmation, flyer, e-contract and parent-broadcast process for each

Maintain the school screening schedule and prepare each school's screening list ahead of time, sending reminders at one month, two weeks and one day before the visit

Support the day of the screening visit remotely, including flagging any new bookings that come through

Process each school's PASS/REFER results after the visit, prepare the summary report, and update the master database

▸ Staffing, Systems & Practice Support

Schedule and roster audiologists and casual screeners across clinic, school and home-visit services

Maintain accuracy across the practice management system, Excel trackers and the practice's master database

Support updates to SOPs and clinic guides, and help keep the staff compliance register (working with children checks, first aid, insurance, equipment calibration) current

Coordinate university clinical placement enquiries — sending the clinical handbook and information to new students and organising an introductory call

▸ Marketing & Content Support

Help produce 2–3 educational social media posts per week aimed at schools and parents, and support content scheduling

▸ Communication & Judgement

Ask a specific, informed question rather than guessing or defaulting to escalation — investigate first using the available data and SOPs

Recognise the difference between an inbound referral (confidential, internal use only) and an outbound report (requires parent consent to share) and handle each correctly

Own a mistake immediately and follow the correct process rather than hoping it goes unnoticed

▸ Working Hours

Full-time, aligned to Australian Eastern Standard Time (AEST) business hours, working the same calendar as the Australian-based team

WHAT SUCCESS LOOKS LIKE

Referrals, reports and patient records are accurate, complete and handled confidentially — first time, every time

A process taught once, through training, SOPs or videos, doesn't need to be retaught

Small discrepancies — a mismatched count, a missing contact — are caught and resolved independently, with only genuine exceptions brought to the Practice Owner

School screening visits run to schedule from first outreach through to the results summary, with nothing missed along the way

The Practice Owner can hand over patient and student information without needing to double-check the work behind it

MUST-HAVE (ESSENTIAL)

3+ years' hands-on experience as a Practice Manager or running a clinic's admin — worth more than a formal qualification alone

Meticulous attention to detail — checks their own work rather than assuming it's right, especially with patient and clinical information

Learns a new system quickly from training and SOPs, retains it, and follows it independently without needing the same thing re-taught

Genuine initiative — investigates a discrepancy using the data and SOPs available, and comes back with a specific question rather than deferring everything upward

Understands, or can quickly learn, the difference between a confidential referral and an outbound report — and handles each correctly

Comfortable in a patient/practice management system alongside Excel and Outlook — can sort/filter data and spot a broken list

Discreet and professional handling genuinely confidential patient and student health information

Strong organisational skills to manage several school screening visits at once against fixed deadlines

Comfortable asking questions and raising concerns directly rather than waiting to be asked

Own computer/laptop and a private home office suitable for full-time remote work

Available full-time on hours aligned to Australian business hours (AEST)

NICE-TO-HAVE (DESIRABLE)

A formal qualification in practice management or healthcare administration (a bonus, not a substitute for experience)

Familiarity with a patient/practice management system such as Splose, Cliniko or Halaxy

Experience with Canva, SharePoint and/or scheduling social media content for a business

Experience coordinating with schools or in the education sector

Familiarity with NDIS-funded client coordination (most billing here is Medicare/private)

Required Experience

3+ years' hands-on experience as a Practice Manager, or running the administration of a clinic or similar healthcare/allied health setting — this hands-on experience matters more than a formal qualification on its own

Comfortable handling confidential or sensitive information as a matter of course — healthcare, allied health, education or a similar regulated setting preferred

Demonstrated ability to learn a new system or process from training or SOPs and follow it independently afterwards, without repeated re-training

Comfortable working across multiple systems at once (a patient/practice management system, Excel, Outlook) to coordinate multi-step, deadline-driven work

Able to work full time on hours aligned to Australian business hours (AEST)

Required Skills

High attention to detail — checks their own work rather than assuming it's correct, particularly with names, dates, contact details and clinical information

Solid working Excel skills — comfortable sorting and filtering data and spotting when a formula or list looks broken; doesn't need to be formula-building level, but needs to trust and verify what the spreadsheet is showing

Genuine initiative — investigates a discrepancy or unclear situation before escalating it, and asks a specific question rather than a general one

Strong written English for professional correspondence with doctors, schools and parents, and comfortable asking questions and raising concerns directly

Comfortable and discreet handling confidential patient and student information

Own computer/laptop and a private home office suitable for full-time remote work

Highly Desirable

experience matters more)

Experience with Canva, SharePoint and/or scheduling social media content for a business

Experience coordinating with schools or in the education sector

Familiarity with a patient/practice management system such as Splose, Cliniko or Halaxy

Familiarity with NDIS-funded client coordination — most billing here is Medicare and private, but some families use NDIS funding