About us

VeteranCann is a patient-focused healthcare platform that supports current and former service members through trusted, compliant and personalised healthcare pathways across Australia.

About the role The Clinical Medical Scheduler plays a key role in keeping VeteranCann’s clinic network organised, appropriately staffed and running smoothly.

Working closely with our doctors, nurses and operations team, this role coordinates practitioner schedules, clinic calendars, travel and day-to-day clinic logistics across our network.

You’ll be the person making sure the moving pieces come together and would look like the right doctor and nurse are scheduled for the right clinic, travel and accommodation are organised, clinic locations are prepared, schedules are communicated clearly, and any operational issues are identified and resolved before they impact the clinic day.

This is a highly organised, hands-on coordination role suited to someone who enjoys scheduling, administration, logistics and supporting healthcare practitioners.

Key Responsibilities

Medical Practitioner Scheduling

- Coordinate and maintain doctor and nurse schedules across VeteranCann clinic locations.
- Maintain a forward clinic calendar showing clinic dates, locations, practitioners and coverage.
- Match practitioner availability with planned clinic requirements and patient demand.
- Coordinate changes to schedules, cancellations, leave and practitioner availability.
- Communicate confirmed schedules to doctors, nurses and relevant internal stakeholders well in advance.

Doctor & Nurse Travel Coordination

- Coordinate travel requirements for doctors and nurses attending VeteranCann clinics.
- Arrange flights, accommodation and other approved travel through VeteranCann's designated travel systems.
- Coordinate ground transport and other travel requirements where applicable.
- Prepare and distribute clear travel itineraries and clinic schedules to practitioners.
- Ensure travel is organised sufficiently in advance and in accordance with the VeteranCann Travel Policy.
- Manage changes to travel arrangements when clinic schedules or practitioner availability changes.
- Liaise with practitioners regarding travel queries and provide administrative assistance where required.
- Work with Finance/People & Culture to ensure relevant travel allowances and approved expenses are communicated and processed correctly.

Clinic Coordination & Readiness

- Coordinate the administrative and logistical requirements for upcoming clinics.
- Confirm clinic rooms and locations are booked and available.
- Confirm access arrangements, opening times and relevant site contacts before practitioners arrive.




- Ensure doctors and nurses have the information they need regarding the clinic location, schedule, patients and local arrangements.
- Complete pre-clinic readiness checks to identify potential issues before the clinic date.
- Liaise with clinic locations and external site contacts regarding operational requirements.
- Act as a central point of contact for clinic scheduling, logistical issues, and any escalations that may arise on the day of clinic operations.
- Assist with resolving issues such as room availability, site access, travel disruption or practitioner scheduling changes.
- Escalate clinical, safety or significant operational issues to the appropriate leader.

Clinic Administration Support

- Provide day-to-day operational coordination and administrative support to the VeteranCann Clinical Operations team.
- Maintain accurate and up-to-date clinic calendars, practitioner schedules, travel records and operational trackers across relevant systems.
- Coordinate and distribute clinic schedules, patient lists and other operational information to appropriate authorised team members in a timely manner.
- Support appointment and clinic capacity coordination, ensuring available capacity is aligned with practitioner coverage and patient demand.
- Keep internal stakeholders informed of upcoming clinics, practitioner availability, schedule changes and any issues that may affect clinic operations.
- Support the preparation and maintenance of weekly and monthly clinic schedules, ensuring information is accurate and communicated well in advance.
- Assist with general practitioner administration and coordination, including onboarding requirements, availability, leave and other operational matters.
- Maintain clear, accurate and accessible records and documentation relating to clinic operations.
- Support regular reporting and visibility of clinic coverage, scheduling gaps, cancellations, practitioner availability and other operational requirements.
- Proactively identify administrative or scheduling issues and follow them through to resolution, escalating where required to ensure they do not impact clinic delivery.
- Review patient lists across all clinics each day to ensure appointments and attendance are accurately recorded and clinic activity is fully reconciled.

Billing Support





- Provide billing and administrative support in Best Practice to complete the operational close-out of each clinic.
- Ensure all attended appointments are correctly documented and eligible remuneration is claimed promptly and accurately.
- Identify and resolve missing information, billing issues or discrepancies that could prevent a completed appointment from being claimed.
- Maintain visibility of outstanding clinic administration and follow up with the relevant team members to ensure clinics are fully closed out.

About You You are exceptionally organised and enjoy bringing structure to busy environments with lots of moving parts.

You’ll ideally bring

- Experience in scheduling, rostering, medical administration, healthcare operations, travel coordination or a similar coordination role.
- Strong administrative and organisational skills.
- Confidence coordinating multiple calendars, locations and stakeholders simultaneously.
- Excellent attention to detail.
- Strong written and verbal communication skills.
- The ability to build positive relationships with doctors, nurses and operational teams.
- Confidence in managing last-minute changes and solving practical problems.
- Ability to prioritise competing requests in a fast-paced setting.
- Experience with healthcare or medical practitioners is highly regarded.
- Experience coordinating travel or geographically dispersed teams is highly regarded.
- Confidence using scheduling systems Health Engine, Best Practise, excel, Google Workspace and other operational systems.

What Success Looks Like Success in this role means our clinics are organised before the clinic day arrives.

Doctors and nurses know where they are going, when they are working and how they are getting there. Travel is booked in advance, clinic rooms and site arrangements are confirmed, schedules are accurate, internal teams have the information they need, and potential issues are identified early.

Ultimately, this role helps VeteranCann deliver a consistent and professional clinic experience for both our practitioners and the veterans we support.

Benefits

- Remote role with the flexibility to work from home
- The opportunity to make a meaningful impact by supporting Australian veterans throughout their healthcare journey
- A collaborative and supportive team that values compassion, professionalism and exceptional patient care
- Exposure to veteran healthcare, DVA pathways and innovative approaches to pain management
- Ongoing training and support to help you succeed in the role
- Competitive remuneration, commensurate with experience

https://www.veterancann.com.au/

📌 Clinical Medical Scheduler (Melbourne)
🏢 VeteranCann
📍 Melbourne