Healthcare Administrator (AU Experience Required)

D2B; Sydney; Hybrid; AUD 14,000 - 17,000; Full time

Job summary

D2B is seeking a remote Healthcare Administrator to support Sydney clinics from the Philippines. You will handle patient communications, inbox management, diary rebooking, and invoicing, enabling on-site staff to focus on patient care.

With deep Cliniko expertise and solid knowledge of Australian funding models (HICAPS, Medicare EPC, WorkCover, CTP, DVA), you will own billing workflows, generate reports, and maintain confidential records in compliance with privacy standards.

Qualifications

• Direct experience managing Cliniko for billing, pricing, and reporting.
• Australian clinic admin experience including patient communication and invoicing.
• Strong knowledge of Australian healthcare funding models (HICAPS, Medicare, WorkCover, CTP, DVA).
• Ability to manage patient emails, diaries, and invoicing workflows.
• Excellent written English with professional communication.
• Available to work split shifts during Sydney business hours from the Philippines.

Responsibilities

• Manage clinic email inboxes and patient messaging with prompt, policy-aligned responses.
• Process rebookings, cancellations, and maintain practitioner diaries across locations.
• Follow up on missed appointments, forms, and referrals.
• Handle phone inquiries as needed and maintain accurate records in Cliniko.
• Prepare and issue patient invoices; monitor outstanding balances and billing quality.
• Support billing workflows for private funds and government programs, ensuring documentation.

Skills

Cliniko Expertise

Healthcare Admin Experience

English Proficiency

Invoice & Billing

Diary Management

Patient Communication

Privacy & Compliance

Tools

Xero

Microsoft 365

Google Workspace

Job description

Healthcare Administrator

Work Schedule: AU Business Hours

Salary: PHP 55,000-65,000

Location: Remote (Work from Home, Philippines)

Employment Type: Full-Time Remote Contractor

We are seeking an experienced remote Healthcare Administrator to provide essential behind-the-scenes patient and billing administrative support across both Sydney allied health clinics. Working closely with the Practice Manager and Founder, you will serve as a dedicated extension of the on-site front desk team.

In this role, you will take ownership of patient communications, inbox management, diary rebooking, and invoicing, allowing the on-site team to focus fully on in-clinic patient care. The ideal candidate possesses deep expertise in Cliniko practice management software and a solid understanding of the Australian healthcare system and funding framewor

Patient Communication & Inbox Management

• Manage clinic email inboxes and patient messaging, responding promptly and professionally in alignment with clinic policies.


• Process rebookings, rescheduling, and cancellations to maintain full and accurate practitioner diaries across both clinic locations.


• Proactively follow up with patients regarding missed appointments, outstanding forms, and referral paperwork.


• Answer and return phone calls as needed (for candidates with strong spoken English).

Billing, Invoicing & Claims Management

• Prepare and issue accurate patient invoices, keep account records updated, and follow up on outstanding balances.


• Facilitate billing and claim workflows for private health funds (HICAPS), Medicare (EPC plans), WorkCover, CTP, and DVA, ensuring all necessary documentation is complete.


• Audit billing details and ensure proper item numbers and fee schedules are applied before dispatching invoices.

Cliniko Administration & Reporting

• Maintain and update Cliniko system settings, including fee schedules, billable items, pricing, and appointment types.


• Generate and distribute regular operational reports (e.g., revenue, appointment volume, and billing summaries) for leadership.


• Organize and maintain patient medical records, referrals, and administrative documents while adhering strictly to privacy and data security standards.

Operational Support

• Relieve on-site front desk staff of routine back-office administrative tasks.


• Execute additional administrative duties as assigned by the Practice Manager.

QUALIFICATIONS:

• Cliniko Expertise: Direct, hands-on experience managing Cliniko, including setup and maintenance of billable items, pricing, appointment types, and reporting features.


• Healthcare Admin Experience: Proven background in client communication and administration within an Australian clinic setting (preferably allied health, physiotherapy, or medical practices).


• Funding Scheme Knowledge: Working understanding of Australian healthcare funding models, including HICAPS/private health funds, Medicare (EPC referrals), WorkCover, CTP, and DVA.


• Administrative Skills: Demonstrated capability in managing patient email inboxes, complex diary rescheduling, and invoicing workflows.


• English Proficiency: Exceptional written English skills with a warm, empathetic, and professional communication style.


• Shift Availability: Must be fully available to work a split-shift schedule during Sydney business hours from the Philippines.

Preferred:

• Confident spoken English capabilities for direct patient phone contact and call handling.


• Current or recent experience working directly with an Australian healthcare clinic.


• Familiarity with VOIP phone systems, call routing, and live call transfers.


• General proficiency with related operational platforms such as Xero, Microsoft 365, or Google Workspace.