Virtual Practice Coordinator — Allied Health

This is a remote position.

Virtual Practice Coordinator — Allied Health

Remote | Philippines | Full-Time, 40 hours/week | Php 55,000 – 63,000/month, negotiable | 6:00 AM PHT start (9:00 AM Australian Eastern time; moves to a 7:00 AM PHT start from 4 April 2027 when Australian daylight saving ends) | Long-Term Remote Role

If you’re a high-performing practice coordinator who keeps a busy inbox calm, follows every referral, claim and invoice through to the end, and writes with warmth and care, and you want to work with a small, growing, neurodiversity-affirming Australian psychology practice that values strategic impact over simple task completion — keep reading.

This isn’t a role for a “booking-only receptionist” waiting for instructions.

This is a focused, outcome-driven position where you’ll own the inbox, invoicing, referrals and funding admin for an allied health practice, so the psychologists can spend more time with their clients and trust that routine operations are under control.

Why This Is a Dream Job

You’ll be working directly with the Director of a neurodiversity-affirming Australian psychology practice, led by neurodivergent psychologists, who:

• Champions Innovation:Runs on modern practice tools (Halaxy, Microsoft 365, Zoom, Microsoft Teams) and is happy for you to use AI to speed up non-client work like drafting templates and summarising new processes.

• Values Your Growth:Invests in proper onboarding and training from the Director, teaches you Australian allied health admin in depth (Halaxy, Medicare, NDIS and DVA), and gives you access to an AI-enabled operator community and a dedicated Success Manager (CSM) coaching you through your first 90 days.

• Respects Your Expertise:Gives you time to learn how things work first, then genuinely wants your practical improvement ideas. This team loves being asked “why,” because they always ask why.

• Treats You as Part of the Team:Wants you included as a real team member, not treated as a remote admin resource, in a practice that values kindness, authenticity and inclusion.

• Does Work That Matters:Helps neurodivergent clients feel welcome and supported before they ever meet their psychologist.

You’ll get career transformation, real ownership from day one, and deep experience in Australian allied health operations, without being stuck in a “just answer the phones” rut.

What You’ll Be Owning

This is a core practice operations role covering inbox management, invoicing and claims, referral and funding tracking, and client onboarding. You aren’t just booking appointments; you’re making sure every client has what they need before their first session, every funding deadline is seen coming, and every invoice and claim is followed through until it’s closed.

You’ll take the lead on:

• Inbox Ownership:Triaging the practice inbox from 9:00 AM Australian time every working day, passing same-day changes (telehealth switches, cancellations) to the right clinician as they arrive, and answering enquiries with warm, personal replies so nothing is left unanswered at the end of the week.

• Referral & Funding Tracking:Keeping an up-to-date view of every client’s status across Medicare, NDIS and DVA, including sessions used, referral and plan expiry dates, report due dates and remaining NDIS plan funding, and flagging deadlines to clinicians well ahead of time. Renewing NDIS Service Agreements every 12 months.

• Invoicing & Claims Follow-Through:Sending NDIS invoices in Halaxy, checking automatic payments, reconciling remittances and Medicare and DVA payments against claims, investigating and resubmitting rejected claims, chasing overdue invoices, and reporting outstanding accounts to the Director.

• Ready Before the First Appointment:Making sure every new client has the right intake form (Therapy, Assessment, NDIS or DVA), funding details entered, an NDIS Service Agreement where needed and a working telehealth link. Running the weekly Friday telehealth link check, sending Referral Acceptance Letters to GPs, and following up enquiries that haven’t booked.

• Daily Halaxy Check & Reporting:Reviewing SMS replies, unprocessed claims and payments every working day, and delivering Referral, Plan Expiry and outstanding accounts reports on time, then following up the tasks they raise.

• Call Screening & Escalation:Handling a small number of calls a day (1 to 3), working out which need a callback, and escalating any risk-related content straight to a psychologist under the practice’s risk protocol.

Requirements

This Role Is a Great Fit If You:

• Write Warm, Clear Replies:Most of this role happens in the inbox. You write timely, human, personal replies to clients, referrers and clinicians, and you adapt your tone for neurodivergent clients and their caregivers.

• Are Detail-Obsessed and Organised:You notice a missing intake form or an expiring referral before anyone asks, and you keep deadlines visible to the whole team.

• Follow the Money Through:You chase an unpaid invoice or a rejected claim politely and persistently until it is closed.

• Are Neurodiversity-Affirming:You’re patient and kind, you respect person-affirming language, you’re comfortable with direct communication styles, you listen without rushing, and you’re happy to repeat information or instructions.

• Are Calm on the Phone:You listen, screen and escalate, and you never give clinical advice.

• Protect Confidentiality:You treat client health information as strictly confidential, follow privacy processes carefully, and know when a call or email must go straight to a psychologist.

• Learn Before You Change:You ask why a process exists before suggesting a better one, and you’re comfortable proving you can learn a complex process fast.

• Are an AI-Adaptive Operator:You use AI tools to speed up drafting and admin, and you understand that client information is never entered into them.

• Are High-Accountability:You don’t need to be chased for updates. You’re reliable, meet deadlines, and own your mistakes as much as your wins.

• Can Commit to the Schedule:You can reliably start at 6:00 AM PHT (7:00 AM PHT from April 2027) and work independently across time zones while keeping the team in the loop.

Genuine differentiators (not requirements):Australian allied health or medical VA experience; Halaxy, Cliniko or similar practice management software; Medicare, NDIS or DVA claims and funding admin; Microsoft 365.

What Success Looks Like

After 60–90 Days:

• The Inbox Is Under Control:You own the inbox day to day, same-day changes reach clinicians on arrival, and nothing is left unanswered at the end of the week.

• Invoicing Runs Smoothly:NDIS invoices, payment checks, reconciliations and rejected claims are handled within the agreed turnaround, and outstanding invoices are chased on schedule.

• No Funding Deadline Is Missed:Referral, plan expiry and report due dates are visible to the team and flagged ahead of time, and every new client is ready before their first session.

• The Director’s Load Is Lighter:The routine admin you’ve taken over is confirmed, reports land on time, and you’ve talked through a short list of practical improvement ideas together.

• Trust Is Earned:Both psychologists trust that routine operations are being watched without checking each task, and clients experience the practice as warm, respectful and inclusive.

Final Word

If you’ve ever thought:

“I’m organised, I follow everything through, and I genuinely care about the people on the other side of the inbox. I just want a team that will train me properly, include me as one of them, and let me make a real difference.” This is that role.

Let’s build long-term success — together.

Originally posted on Himalayas