Practice Coordinator & Patient Advocate

Pelviology Pty Ltd; Albion; On-site; AUD 55,000 - 75,000; Full time

Benefits offered by this job

Structured training in clinical admin

Growth opportunities with Pelviology

Supportive small-team environment

Job summary

Pelviology is seeking a Practice Coordinator & Patient Advocate to guide patients through their journey and coordinate the people, systems and administration that enable our clinical team to deliver outstanding care.

This role is open to both full-time and part-time applicants, offering the chance to grow with our pelvic health practice while contributing to a compassionate, patient-centered environment.

Qualifications

• Experience in healthcare administration or patient-facing roles is valuable.
• Ability to communicate inclusively and adapt to diverse patient needs.
• Strong organizational skills and attention to detail.

Responsibilities

• Be the warm, first point of contact for patients.
• Help patients understand administrative steps of their journey.
• Coordinate diaries, appointments, onboarding and follow-up.
• Maintain accurate patient records and administrative systems.
• Support billing and practice administration.

Skills

Warm and empathetic communication

Organization and process orientation

Problem-solving

Customer service orientation

Team collaboration

Tools

Microsoft Office 365

Cliniko

Canva

Job description

Are you passionate about helping people — and love finding a way to make things easier?

At Pelviology, we're looking for someone who genuinely cares about helping people.

Someone who gets satisfaction from making a difficult day a little easier, helping someone understand what happens next, solving a problem or simply making sure nothing falls through the cracks.

You'll also be the kind of person who sees a problem and naturally starts thinking about how to solve it.

You might have experience in healthcare administration, practice coordination, customer service, hospitality or another people-focused environment.

What matters most to us is how you approach people and problems.

We're looking for a Practice Coordinator & Patient Advocate to become an important part of the foundation of our growing pelvic health practice. Full-time or part-time available.

This is more than a reception role.

You’ll help guide our patients through their journey with Pelviology while coordinating the people, systems and administration that allow our clinical team to provide exceptional care.

We're looking for someone who is warm, capable, solution-focused and dependable — someone who takes ownership, enjoys creating order and genuinely wants to make a difference for the people around them.

For the right person, this is a role you can make your own and grow with as Pelviology grows.

What you'll be responsible for

Your role will combine patient advocacy, practice administration and day-to-day clinic coordination.

You'll:

• Be a warm, reassuring and knowledgeable first point of contact for our patients
• Help patients understand and navigate the administrative aspects of their journey with Pelviology
• Communicate in a way that is inclusive, respectful and responsive to different communication, sensory and processing needs
• Manage enquiries, appointments, patient onboarding and follow-up
• Recognise when a patient needs additional support and take ownership of finding the appropriate next step
• Coordinate clinicians' diaries and help optimise appointment availability
• Support day-to-day team rostering and schedule changes
• Manage third-party patient set-up, administration, billing and follow-up
• Maintain accurate patient and administrative records
• Support billing, payments and other practice administration
• Help coordinate the smooth day-to-day operation of the clinic
• Identify problems and follow them through to a solution
• Maintain and improve administrative systems, processes and workflows
• Support our clinical team so they can focus their time and energy on patient care
• Gradually take ownership of broader administrative and coordination responsibilities as your knowledge and capability develop

Depending on your interests and experience, there may also be opportunities to contribute to social media, patient communications, referral relationships and other practice projects.

Who we're looking for

Passion comes first.

We can teach you our systems and processes. What we can't teach is a genuine desire to help people.

We want someone who cares about the experience a patient has from the moment they first contact Pelviology through every step of their journey with us.

Systems can be taught. How you think, communicate, solve problems and care for the patient journey matters more to us.

You’ll likely thrive at Pelviology if you:

• Genuinely enjoy helping people
• Approach people with warmth, curiosity and empathy
• Understand that different people communicate, process information and navigate healthcare differently — and can adapt your approach accordingly
• Are compassionate and grounded when supporting people through difficult, sensitive or emotional conversations
• Are solution-focused — when a problem appears, your instinct is to work out what can be done
• Take ownership and follow things through rather than waiting to be reminded
• Are naturally organized and notice when something isn't quite right
• Can prioritise competing demands and remain calm when plans change
• Communicate clearly and respectfully with patients, clinicians and external providers
• Enjoy creating order, systems and consistency
• Are comfortable taking responsibility and making appropriate decisions
• Enjoy working as part of a small team where everyone contributes
• Handle confidential and sensitive information with maturity and discretion
• Want to learn, grow and take on greater responsibility over time

Experience in healthcare or medical administration would be valuable, but it isn't essential for the right person.

If your background is somewhere else but you've built exceptional people, organization and problem-solving skills, we'd still like to hear from you.

Your technology skills

You’ll need a working knowledge of Microsoft Office / Microsoft 365 and confidence using and learning digital systems.

We use digital practice and communication systems including Cliniko and other healthcare platforms, and we'll provide training in our specific processes.

Experience with Canva, social media or digital content is an asset, but certainly not essential.

We're much more interested in finding someone who is capable, curious and willing to learn.

Why Pelviology?

Pelviology is a specialised women's, men's and pelvic health physiotherapy practice established in 2021.

Our patients often come to us with complex and deeply personal health concerns. We work closely with specialists across obstetrics, gynaecology, colorectal, gastroenterology and pain medicine to help patients navigate their care.

We recognise that people experience healthcare differently. Our approach is inclusive, trauma-informed and neuroaffirming, with care and communication adapted to the individual wherever possible.

That means how we make someone feel matters just as much as how efficiently we run the practice.

Our values guide how we work:

Holistic Care with Heart
Honest Empathy
Effective Embodiment
Knowledgeable Choice

You’ll join a growing practice where your contribution will be visible and meaningful.

We're looking for someone who wants to become an important part of Pelviology — not simply someone looking for their next administration job.

What we offer

• A meaningful role where you can genuinely improve people's healthcare experience
• A supportive and collaborative small-team environment
• Structured training in our clinical administration systems
• Increasing responsibility as your knowledge and capability develops
• The opportunity to help shape and improve how our practice operates
• Professional development and opportunities to broaden your skills
• A workplace where empathy, initiative, problem-solving and good ideas are valued
• The opportunity to achieve your goals and grow with Pelviology