Practice Manager – Paediatric Hearing & Allied Health

Outsourced Staff; Philippines; On-site; PHP 223,000 - 446,000; Full time

Job summary

Outsourced Staff is seeking a dedicated Patient & Referral Administration specialist to support our clinic and school operations. You will upload referrals, create patient records, and manage doctor contacts from referrals or practice websites, ensuring accurate patient data and Medicare details.

You will also coordinate school screenings, manage scheduling, and support day-of visits remotely. The role includes reporting, content posting, and strict adherence to confidentiality and SOPs.

Qualifications

• Experience in healthcare administration or school screening coordination is preferred.
• Ability to manage confidential information and communicate clearly with doctors, parents, and schools.
• Attention to detail in data entry, scheduling, and record-keeping is essential.

Responsibilities

• Upload referrals to patient profiles and create new patient records from referrals.
• Create new doctor contacts from referrals or practice websites.
• Send completed reports to doctors and parents and prepare clinician letters.
• Keep patient profiles accurate with Medicare details and contact information.
• Manage enquiries from prospective schools and track statuses (contacted, interested, confirmed, declined).
• Schedule and roster staff across clinic, school, and home visits.
• Maintain practice management system and Excel trackers; update SOPs and compliance registers.
• Coordinate university clinical placements and distribute handbooks to students.
• Produce 2-3 educational social media posts per week for schools and parents.
• Distinguish inbound referrals from outbound reports and handle each with appropriate consent.
• Own mistakes immediately and follow correct processes.

Skills

Administration

Data entry

Scheduling

Communication

Microsoft Excel

Tools

Excel

Job description

Patient & Referral Administration

• Upload doctor referrals to the correct patient profile, and create new patient records directly from an incoming referral

• Create new doctor contacts in the system, sourcing correct details from the referral or the practice's website

• Send completed clinical reports to doctors and parents once clinicians have finished them, and prepare clinician letters, including uploading the relevant audiogram

• Keep patient profiles accurate and complete - correct formatting, Medicare details and contact information

School Screening Coordination

• Manage enquiries from prospective schools and keep a database of contacted, interested, confirmed and declined schools

• Reach out to returning schools each year to confirm the following year's screening dates, and manage the confirmation, flyer, e-contract and parent-broadcast process for each

• Maintain the school screening schedule and prepare each school's screening list ahead of time, sending reminders at one month, two weeks and one day before the visit

• Support the day of the screening visit remotely, including flagging any new bookings that come through

• Process each school's PASS/REFER results after the visit, prepare the summary report, and update the master database

Staffing, Systems & Practice Support

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

• Maintain accuracy across the practice management system, Excel trackers and the practice's master database

• Support updates to SOPs and clinic guides, and help keep the staff compliance register (working with children checks, first aid, insurance, equipment calibration) current

• Coordinate university clinical placement enquiries - sending the clinical handbook and information to new students and organising an introductory call

Marketing & Content Support

• Help produce 2-3 educational social media posts per week aimed at schools and parents, and support content scheduling

Communication & Judgement

• Ask a specific, informed question rather than guessing or defaulting to escalation - investigate first using the available data and SOPs

• Recognise the difference between an inbound referral (confidential, internal use only) and an outbound report (requires parent consent to share) and handle each correctly

• Own a mistake immediately and follow the correct process rather than hoping it goes unnoticed

Working Hours

• Full-time, aligned to Australian Eastern Standard Time (AEST) business hours, working the same calendar as the Australian-based team