About the Role

Our client is a growing Australian psychology practice providing psychological and neurodivergence assessments for NDIS participants, families, and referrers. They are seeking an organized, empathetic, and tech-savvy coordinator to manage patient intake, bookings, service agreements, reporting administration, and daily clinic operations.

This role will help reduce the principal’s administrative workload while ensuring a smooth patient experience. You'll use AI tools daily to streamline workflows, with opportunities to take on greater operational responsibility as the practice grows.

Schedule

• Monday to Friday 9:00AM - 6:00PM Melbourne, Australia

Key Responsibilities

• Manage patient enquiries and referrals via phone, email, website forms, social media, and advertising channels.
• Follow up leads, explain assessment services and NDIS processes, and convert enquiries into confirmed bookings.
• Prepare, send, and follow up on service agreements.
• Coordinate appointment reminders, client follow-ups, payment reminders, and NDIS-related reporting administration.
• Maintain accurate patient records, CRM data, and practice management systems.
• Use AI tools to draft communications, support reporting, and automate or improve workflows.
• Take ownership of daily administrative processes and gradually assume broader operational responsibilities.

Requirements

Essential

• At least 3 years of experience in patient administration, medical reception, or clinic coordination within healthcare, allied health, or telehealth.
• Excellent spoken and written English with a professional, empathetic phone manner.
• Strong computer skills, fast and accurate typing, and practical experience using AI tools such as ChatGPT, Claude, or Copilot.
• Experience managing enquiries, follow-ups, and bookings.
• Strong organization, attention to detail, discretion with confidential patient information, and the ability to work independently.

Advantageous

• Experience with NDIS administration, psychology, mental health, or assessment services.
• Familiarity with GoHighLevel (GHL), Cliniko, Halaxy, or Power Diary.
• Background in sales support, consultative customer service, or recruitment administration.
• Experience supporting Australian clients and working Australian business hours.

Selection Process

Shortlisted candidates may complete a typing test, phone role-play, written communication task, and practical AI exercise.

Independent Contractor Perks

• Permanent Work from Home
• Immediate Hiring
• Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.