Practice Manager – Paediatric Hearing, Allied Health

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Upload referrals from doctors to the appropriate patient profiles and establish new patient records.

• Create doctor contact entries using details from referrals or practice websites.

• Dispatch finalized clinical reports to both doctors and parents following clinician completion.

• Draft clinician letters and upload relevant audiograms.

• Ensure patient profiles are accurate, maintaining formatting, Medicare information, and contact details.

• Oversee inquiries from prospective schools and manage the school database.

• Coordinate the scheduling of school screening dates, confirmations, flyers, e-contracts, and parent notifications.

• Maintain schedules for school screenings and prepare lists for the screenings.

• Send reminders for screenings one month, two weeks, and one day before visits.

• Provide remote support for screening visits and flag new bookings.

• Process PASS/REFER results, generate summary reports, and update the master database.

• Schedule and roster audiologists and casual screeners for clinic, school, and home-visit services.

• Ensure accuracy across practice management systems, Excel trackers, and the master database.

• Update standard operating procedures (SOPs) and clinic guides while maintaining staff compliance records.

• Coordinate inquiries regarding university clinical placements and introductory calls.

• Create 2–3 educational posts for social media weekly and assist with content scheduling.

• Investigate discrepancies before escalating issues and ask specific, informed questions.

• Properly manage confidential referrals and parent-consented outbound reports.

• Acknowledge mistakes and adhere to the correct process.

• Report directly to the Practice Owner.

⛳️ Requirements

• A minimum of 3 years of hands-on experience as a Practice Manager or managing a clinic's administration in healthcare or allied health.

• Exceptional attention to detail and the ability to review one's own work.

• Capable of learning new systems and processes from training and SOPs, with the ability to work independently without repeated retraining.

• Demonstrated initiative and the capability to investigate discrepancies using available data and SOPs.

• Ability to differentiate between confidential referrals and outbound reports, handling each appropriately.

• Proficient in using a patient/practice management system, as well as Excel and Outlook.

• Competent in sorting/filtering Excel data and identifying broken formulas or lists.

• Discreet and professional handling of confidential patient and student health information.

• Strong organizational skills for managing multiple school screening visits and adhering to fixed deadlines.

• Excellent written English for professional communication with doctors, schools, and parents.

• Comfortable asking questions and directly raising concerns.

• Must have a personal computer or laptop and a private home office suitable for full-time remote work.

• Available full-time during Australian business hours (AEST).

• A formal qualification in practice management or healthcare administration is desirable but not mandatory.

• Familiarity with Splose, Cliniko, or Halaxy is a plus.

• Experience with Canva, SharePoint, social media scheduling, school/education coordination, or NDIS-funded client coordination is advantageous.

🏝️ Benefits

• Full-time remote work opportunity.

• Flexible work arrangement from home.

• Schedule aligned with Australian Eastern Standard Time (AEST) business hours.

• Requirement for a personal computer/laptop and a private home office to facilitate remote work.