About VIP Physio
VIP Physio is a rapidly growing allied health organisation providing
Physiotherapy, Occupational Therapy, Podiatry and Rehabilitation Services
across Melbourne.
Our team delivers services through multiple clinic locations and community-based programs, supporting clients funded through
NDIS, Medicare, Support at Home (SAH) Program, TAC, WorkCover, DVA and private healthcare
.
We are passionate about delivering exceptional healthcare while creating a professional, supportive and positive experience for our clients, clinicians and community partners.
About the Opportunity
We're looking for a motivated and experienced
Operations & Client Services Coordinator
to support the day-to-day operations of our growing practice.
This role is ideal for someone who enjoys a combination of
client service, administration, coordination, organisation and problem-solving
.
You'll play an important role in connecting patients, clinicians, referrers and healthcare providers while ensuring our services are delivered efficiently and professionally.
This is
not a traditional reception role
.
It is an operations and coordination position offering genuine responsibility, opportunities to improve systems and the chance to contribute to the continued growth of VIP Physio.
While the role is varied, you'll receive
comprehensive training, established systems and ongoing support
.
Responsibilities are introduced progressively, and you'll work alongside a collaborative team—you'll never be expected to manage everything on your own.
Key Responsibilities
Patient Services & Coordination
Deliver exceptional customer service through phone, email and face-to-face communication.
Coordinate referrals from GPs, hospitals, NDIS providers, support coordinators and other healthcare professionals.
Match patients with appropriate clinicians based on their clinical needs, location and funding.




Coordinate appointments across multiple clinic locations and community services.
Manage enquiries, follow-ups and waitlists to ensure timely communication.
Administration & Healthcare Support
Maintain accurate patient records and administrative documentation.
Support billing and claiming processes across Medicare, NDIS, SAH, TAC, WorkCover, DVA and private clients.
Assist with invoices, payments, receipts and funding administration.
Communicate professionally with plan managers, support coordinators, healthcare providers and other stakeholders.
Prepare correspondence, reports and administrative documents.
Provide day-to-day administrative support to clinicians.
Systems & Process Management
You'll work confidently with a range of digital platforms including:
Microsoft 365 (Outlook, Word, Excel & Teams)
Halaxy Practice Management Software
SharePoint and other Microsoft applications
Tablets, laptops and other digital devices
You'll also:
Learn new systems and digital workflows.
Identify opportunities to improve processes and enhance the client experience.
Support the ongoing development of efficient administrative systems.
Team & Practice Development
Support clinic operations across multiple locations.
Assist with onboarding and team administration.
Collaborate with clinicians and management to improve service delivery.
Contribute ideas that support the continued growth of VIP Physio.
About You
We're looking for someone who is organised, dependable and enjoys working in a fast-paced healthcare environment.




Ideally, you'll bring:
Experience in administration, healthcare, allied health or customer service.
Excellent written and verbal communication skills.
Professional phone and email etiquette.
Strong computer skills and confidence learning new software.
Excellent organisational and time management skills.
Solid attention to detail.
A caring, compassionate and respectful approach to client care.
Initiative, problem-solving ability and a willingness to take ownership.
A genuine desire to build a long-term career within a growing organisation.
Skills & Experience Highly Regarded
Experience in any of the following will be highly regarded:
Allied health, medical or healthcare administration.
NDIS, Medicare, TAC, DVA, WorkCover or Support at Home funding.
Practice management software (Halaxy, Cliniko, Zanda, Splose or similar).
Referral management and appointment coordination.
Microsoft Office and digital systems.
Additional community languages.
Why Join VIP Physio?
At VIP Physio, you'll become part of a growing organisation that genuinely values its people.
We offer:
Competitive salary package.
Comprehensive training and ongoing support.
A supportive and collaborative team culture.
A varied role with responsibility and autonomy.
Opportunities to improve systems and contribute ideas.
Career progression into senior operations and practice management roles.
Professional development and long-term growth opportunities.
The chance to make a genuine difference in the lives of our clients every day.
Apply Now
If you're passionate about healthcare, enjoy helping people and are looking for more than just another administration role, we'd love to hear from you.
Please click
Apply Now
and submit:
Your resume
A brief cover letter telling us why you'd be a great fit for VIP Physio.

📌 Operations & Client Services Coordinator (Traralgon)
🏢 VIP PHYSIO
📍 Traralgon