About Us :

Optiform operates as a multi-disciplinary allied health clinic, offering evidence based and patient centred assessment and therapy for children, adolescents and adults.

Our experienced team of clinicians provide professional services including Speech Therapy, Occupational Therapy, Mental Health, and Exercise Therapy.

About You :

- Formal tertiary qualifications are not required for this position. Optiform values demonstrated experience, capability and practical skills over formal qualifications for this role.
- Relevant Australian-recognised qualifications in Business Administration, Business Management, Practice Management, Health Administration or a related field will be well regarded but are not essential.
- Equivalent skills and knowledge gained through substantial relevant workplace experience will be considered highly valuable.
- Ongoing professional development relevant to administration, leadership, systems, healthcare or practice management is encouraged.

Position Summary :

The Office Manager is responsible for the effective day-to-day coordination of Optiform’s administration, client service and billing functions, ensuring that the systems supporting clinical service delivery operate accurately, efficiently and consistently.

The role has oversight of client administration from enquiry and intake through to commencement and ongoing delivery of services, including Service Agreements, funding information, billing, clinician diaries, waiting lists and administrative workflows.

The Office Manager leads and supports the Administration Team, establishing clear processes, monitoring completion of key administrative tasks and ensuring a consistently high standard of client service.

Working closely with the Practice Manager, Directors and clinical team, the Office Manager plays an important role in maintaining efficient clinic operations, maximising clinician diary utilisation, supporting accurate and timely billing and ensuring administrative processes meet organisational, funding and compliance requirements.

The Office Manager also undertakes the core responsibilities of the Administrator role and provides hands-on administrative and front-of-house support as required.

Key Requirements :

- 2+ years’ experience in a health administration role
- Demonstrated experience in office management, administration coordination or a senior administrative role.
- Experience providing day-to-day leadership, coordination or supervision of an administration team.
- Solid experience managing competing administrative priorities, workflows and deadlines in a busy service environment.
- Experience with billing, invoicing, payment reconciliation and/or accounts administration.
- Demonstrated experience managing client/customer records, appointments, diaries and scheduling systems.
- Experience developing, implementing and improving administrative systems and processes.
- Moderate level of confidence using practice management systems such as Splose or Halaxy
- Demonstrated ability to identify problems, take ownership and follow tasks through to resolution.
- Experience working with confidential and sensitive information.
- Microsoft Office Suite
- High attention to detail and accuracy
- Flexibility and adaptability
- Robust customer service orientated
- Teamwork focus and approach

Job Responsibility :

Key responsibilities

Welcome clients and visitors, including children to the Optiform clinic.

Create a warm, welcoming and happy environment for clients to feel safe and secure.

Provide general administration support, e.g. maintenance of records, taking and recording payments, monitoring and responding to emails, taking calls, maintaining clinical waitlist, reconciling payments, scheduling and confirming appointments.

Attend to general office duties including photocopying, faxing, scanning and data entry, as required.

Assist clients and visitors when required.

Assist with reporting requirements with data input as advised, e.g. Medicare, NDIS.

Ensure NDIS, Medicare, Work Cover and TAC details are obtained from client or relative where necessary and relevant paperwork is given to client.

Maintain client records.

Enter client information and documents into Practice Management Software (Splose).





Liaise with referring Doctors and specialists to obtain further medical information for client.

Answer any incoming/outgoing calls maintaining confidentiality and customer focus approach in all duties.

Attend to general appearance and presentation of clinic & waiting room.

Assist in opening and/or lock-up at start/end of day.

Teamwork & Contribution to Culture

Contribute positively to Optiform’s inclusive, collaborative and values-driven culture

Participate in team meetings

Support colleagues through respectful communication and teamwork

Represent Optiform professionally in all internal and external interactions

Administration & Operational Responsibilities

Maintain accurate client records and documentation in accordance with organisational and funding requirements

Use practice management and communication systems accurately (e.g. Splose, Teams, Trello)

Manage appointments, cancellations and scheduling responsibilities effectively

Adhere to Optiform's clinical policies, procedures & professional standards

Administration Team Leadership & Coordination

- Provide day-to-day leadership, direction and support to the Administration Team.
- Coordinate administration workloads, priorities and allocation of tasks.
- Ensure administration responsibilities are clearly allocated, completed accurately and followed through.
- Support onboarding and training of administration staff in Optiform systems, procedures and service expectations.
- Monitor administrative workflows and identify areas requiring improvement, clarification or escalation.
- Promote consistent processes across the Administration Team.
- Support a warm, professional, responsive and client-centred front-of-house service.
- Escalate staffing, performance, operational or significant client concerns to the Practice Manager as appropriate.

Client Intake, Service Agreements & Funding

- Oversee administrative processes from client enquiry and acceptance through to commencement of services.
- Ensure required intake information, funding details and documentation are obtained and accurately recorded.
- Ensure Service Agreements are prepared, issued, signed and current prior to commencement and throughout the period of service, where required.
- Monitor NDIS plan dates, funding arrangements and relevant service information to support continuity of services.
- Ensure funding and billing requirements are clearly communicated to clients and families.
- Coordinate administrative requirements associated with NDIS, Medicare, WorkCover, TAC and other relevant funding streams.
- Identify missing, expired or incomplete documentation and ensure appropriate follow-up occurs.
- Escalate complex funding, Service Agreement or financial matters to the Practice Manager or Directors as required.

Billing & Accounts Administration

- Take operational responsibility for accurate and timely billing processes.
- Complete and/or oversee NDIS billing and claiming processes.
- Monitor rejected, unsuccessful or outstanding claims and coordinate timely resolution.
- Ensure services delivered are appropriately captured for billing and investigate discrepancies where required.
- Monitor outstanding accounts and undertake or coordinate appropriate administrative follow-up.
- Reconcile payments and ensure accurate recording within practice management systems.
- Liaise with clients, plan managers and relevant external organisations regarding billing and funding matters.
- Work collaboratively with Optiform's external finance, billing and administrative providers as required.
- Identify recurring billing issues and implement systems to reduce errors and improve efficiency.

Diary & Capacity Management

- Take operational ownership of clinician diary management.
- Monitor clinician diaries to support efficient use of available clinical capacity.
- Coordinate appointment scheduling, cancellations, rescheduling and filling of available appointments.




- Identify diary gaps and work proactively with administration staff and clinicians to maximise appropriate utilisation.
- Ensure diary structures reflect agreed service models, including appropriate clinical, non-face-to-face and administrative time.
- Monitor upcoming availability and communicate capacity to the relevant team members.
- Escalate significant utilisation, capacity or scheduling concerns to the Practice Manager.

Waiting List Management

- Maintain oversight of Optiform's waiting lists and ensure information is accurate and current.
- Coordinate administrative processes following triage and acceptance of new clients.
- Ensure clients are appropriately categorised according to service requirements, funding, age, referral pathway, readiness and other relevant criteria.
- Match available appointments with appropriate clients in consultation with clinicians and the Practice Manager where required.
- Ensure clients and families receive timely communication regarding their referral and waiting-list status.
- Monitor waiting-list activity and provide information to the Practice Manager regarding demand, capacity and emerging service needs.

Systems & Operational Administration

- Maintain accurate client information and documentation within Splose and other relevant systems.
- Ensure administrative systems, templates, workflows and task-management processes are used consistently.
- Use Optiform systems including Splose, Teams and Trello accurately and effectively.
- Maintain and improve documented administrative processes and procedures.
- Identify opportunities for automation, simplification and improved administrative efficiency.
- Support implementation of new systems and administrative processes.
- Assist the Practice Manager with operational reporting and data collection as required.

General Administration & Client Service

- Welcome clients, families and visitors and contribute to a warm, welcoming and safe clinic environment.
- Respond to telephone, email and in-person enquiries professionally and efficiently.
- Schedule and confirm appointments and communicate appointment changes.
- Process and record payments.
- Maintain accurate client records and upload relevant documentation.
- Liaise with referring doctors, specialists, plan managers and other service providers where required.
- Complete general office duties including scanning, data entry, document management and correspondence.
- Assist clinicians with appropriate administrative requirements.
- Maintain the presentation and organisation of reception, waiting and administrative areas.
- Assist with clinic opening and closing procedures as required.

Teamwork & Contribution to Culture

- Lead by example in contributing positively to Optiform's inclusive, collaborative and values-driven culture.
- Develop a supportive and accountable Administration Team with clear expectations and strong communication.
- Participate actively in team and operational meetings.
- Build effective working relationships with clinicians, Administration, the Practice Manager and Directors.
- Support clinicians to focus on clinical service delivery by ensuring administrative systems are reliable and responsive.
- Represent Optiform professionally in all internal and external interactions.
- Maintain confidentiality and appropriate professional boundaries at all times.

Quality, Compliance & Continuous Improvement

- Ensure administrative processes comply with Optiform policies, procedures and relevant funding requirements.
- Maintain accurate records and documentation to support clinical governance and audit requirements.
- Identify administrative risks, errors or process gaps and ensure these are addressed or escalated appropriately.
- Participate in continuous quality improvement activities.
- Support implementation and monitoring of new administrative procedures.
- Contribute to preparation for audits, accreditation and other compliance activities where relevant.
- Maintain current knowledge of administrative requirements associated with major funding streams relevant to Optiform.

Job Functions :

Administration

Job Benefits :

Part time role with the possibility of some work from home hours

Selling Point :

Allied Health

Contact :

Meaghan Sullivan

📌 Office Manager (Ballarat)
🏢 Optiform
📍 Ballarat