Patient Intake Officer | Paediatric Allied Health & NDIS Admin Full Time

Motion Health Kids is looking for a warm, organised and proactive Patient Intake Officer to become the first point of contact for children, families and referrers accessing our paediatric allied health services.

This is an important role within our team. You will help families navigate the process of accessing care, understand their needs, match them with the appropriate clinician and ensure their experience with Motion Health Kids starts exceptionally well.

About Motion Health Kids

Motion Health Kids is a growing paediatric allied health provider supporting children and families through a multidisciplinary team.

Our services include Physiotherapy, Occupational Therapy, Speech Pathology, Psychology and Exercise Physiology, with a strong focus on providing coordinated, high quality care for children accessing NDIS and private services.

The Role

As our Patient Intake Officer, you will manage new patient enquiries and referrals from initial contact through to their first appointment.

You will communicate regularly with parents, carers, support coordinators, plan managers, referrers and clinicians.

You will also work closely with and support our three other administration team members on site to ensure the clinic runs smoothly and families receive a consistently high standard of service.

Key Responsibilities

- Managing incoming phone, email and online enquiries
- Speaking with parents and carers to understand their child's needs
- Managing new NDIS and private patient referrals
- Collecting relevant referral, funding and patient information
- Explaining our services and intake process clearly to families
- Matching children with the appropriate clinician and service
- Booking initial appointments and coordinating multidisciplinary appointments where required
- Following up families who have enquired but have not yet booked




- Managing clinician waitlists and appointment availability
- Communicating with support coordinators, plan managers and other external stakeholders
- Ensuring patient information and documentation is accurate and complete
- Supporting the clinical team with patient onboarding and administrative requirements
- Providing families with a welcoming and professional experience from their first interaction with Motion Health Kids
- Working closely with the three other administration staff on site
- Supporting the front desk, bookings, patient enquiries and general clinic administration when required
- Assisting with shared administrative duties during busy periods, staff leave or when additional support is needed
- Contributing to a collaborative administration team where responsibilities are shared and patient experience remains the priority

What We're Looking For

We are looking for someone who is confident speaking with people, highly organised and genuinely enjoys helping families.

You will ideally have:

- Experience in medical, allied health, disability, NDIS or healthcare administration
- Excellent phone and interpersonal communication skills
- Strong organisation and attention to detail
- Confidence managing multiple enquiries and priorities throughout the day
- A proactive approach to following up enquiries and solving problems
- Confidence using practice management software, email and other digital systems
- An understanding of the NDIS and paediatric allied health sector is highly desirable
- Experience working with NDIS participants, families,



support coordinators or plan managers would be highly regarded
- A team focused attitude and willingness to support other administration staff when required

What Success Looks Like

This role is responsible for creating an excellent intake experience while ensuring children are booked into the most appropriate services as efficiently as possible.

Success in the role means:

- Families receive prompt responses to their enquiries
- Current referrals are followed up consistently
- Children are matched with the appropriate clinician
- Families understand the next steps in accessing services
- Waitlists and clinician availability are actively managed
- Patient information and funding details are accurate before appointments commence
- No enquiry or referral is allowed to fall through the cracks
- The wider administration team is supported during busy periods
- The clinic runs smoothly and families receive a consistent experience across all administration touchpoints

Hours

You must be available to work:

- Monday to Thursday: 8:00am to 5:00pm
- Friday: 8:00am to 3:00pm
- This is an on site position and applicants must be available across these core operating hours- possibility for 32 hours if needed.

Why Join Motion Health Kids?

You will be joining a growing multidisciplinary allied health business with the opportunity to play an important role in shaping the experience of our children and families.

This is not simply a reception role. We are looking for someone who wants to take ownership of the patient intake process, build strong relationships with families and referrers and contribute to a high performing administration team.

If you are organised, confident on the phone, enjoy working with families and want to build a career within paediatric allied health, we would love to hear from you.

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📌 Patient Intake Officer | Paediatric Allied Health & NDIS Admin Full Time (Queensland)
🏢 Motion Health
📍 Queensland