About us

Our Physio Co has delivered Physiotherapy, Occupational Therapy, Speech Pathology, Podiatry and Dietetics for more than 16 years. We work across aged care facilities, residential villages and the community in Victoria, Tasmania, South Australia and Queensland, and we now see clients in clinic as well. Our clinicians visit people at home, in aged care and at our clinic, and someone needs to keep all of that running smoothly behind the scenes.

About the role

This is the role that keeps our service running. You’ll manage every client from first enquiry to final invoice, for both our clinic and our community clinicians. When you do it well, every referral is followed up, every clinician’s diary is full, and every completed session is billed correctly.

What you’ll be doing

Intake and referrals

- Log every new referral on the day it arrives, from GPs, support coordinators, plan managers, aged care providers, families and online enquiries
- Call clients and referrers within 24 business hours to confirm needs, urgency and availability
- Confirm funding before booking (NDIS, Medicare, Home Care Package / Support at Home and private) and complete the checklist for each funding type
- Set up client profiles and funding cases in Splose, and send service agreements

Appointments and calendars

- Book initial appointments with the right clinician, service type, location and funding case
- Check every clinician’s calendar daily against their booking targets, and follow up gaps or missing regular appointments
- Run a weekly check for cases that have gone quiet with no future booking, and escalate them to the right supervisor
- Handle cancellations and reschedules, and keep clinicians and clients informed

Billing

- Raise invoices every day for completed clinic and community appointments




- Check sessions are ready to bill before invoicing: notes completed, correct case attached, referral or approval current
- Take payments and process Medicare and private claims at the point of service

Client and stakeholder communication

- Be the first point of contact for clients, families, support coordinators, plan managers and GPs
- Speak with clients and families when concerns come up, record what they tell you, and escalate to management where needed
- Track and send completed clinical reports according to our release process

Clinic operations

- Monitor and reorder clinic stock and consumables
- Help set up current clinicians on our systems (Splose, Teams and assessment platforms)
- Record referral sources to support our business development

What you’ll bring

- At least 2 years’ experience in healthcare or allied health administration
- A working knowledge of funding schemes, especially NDIS plan management types and Medicare chronic condition referrals (Home Care Package / Support at Home experience is a bonus)
- Experience with practice management software (Splose experience is highly regarded)
- Experience raising invoices and processing payments or claims
- The confidence to pick up the phone to a frustrated family member, listen, and work out what went wrong
- The habit of noticing when something looks off, such as an empty diary slot or a case with no next booking, and following it up without being asked

What we offer

- A competitive salary
- Full-time, permanent, Monday to Friday, 9am – 5pm
- A clinic-based role with a varied caseload spanning clinic, community and aged care
- Full induction, with documented procedures for every part of the role
- Room to grow as we open more clinics

How to apply

Apply through LinkedIn with your resume and a short note about a time you fixed an admin problem before it became a client problem.

📌 Intake & Billing Coordinator (Melbourne)
🏢 Our Physio Co | Allied Health Professionals
📍 Melbourne