Virtual Assistant – Allied Health (Occupational Therapist Preferred)

Virtual Assistant – Allied Health (Occupational Therapist Experience preferred)

Remote | Part time with an immediate view into full time

We are seeking a highly organised and proactive Virtual Assistant to provide end-to-end administrative support to an Occupational Therapist undertaking community, NDIS and assessment-based clinical work.

This role is ideal for someone with experience in NDIS, allied health, disability, medical or healthcare administration who understands referral workflows and can independently coordinate the administrative components of a clinician's caseload.

The objective of the role is to ensure referrals progress efficiently from initial referral ? assessment ? report completion ? invoicing ? closure, allowing the clinician to focus primarily on clinical work.

Key Responsibilities
Referral & Caseload Management
Receive and process new referrals.
Maintain an accurate referral and caseload tracker.
Confirm participant, referrer and funding details.
Identify missing referral information and follow up with relevant parties.
Create participant files and ensure documentation is appropriately organised.
Track each referral from acceptance through to completion.
Monitor outstanding actions, deadlines and report due dates.
Appointment Coordination
Contact participants, families, support coordinators and other stakeholders to arrange assessments.
Coordinate telehealth and face-to-face appointments.
Send appointment confirmations and reminders.
Manage rescheduling and cancellations.
Maintain the clinician's appointment calendar.
Coordinate appointments to minimise unnecessary gaps and travel where applicable.
Pre-Assessment Preparation
Request relevant supporting documentation prior to assessment, including:
NDIS plans;
previous allied health reports;
medical information;
behavioural or support documentation;
equipment information;
housing or support information; and
other relevant records.
Organise received documents into the appropriate participant file.
Prepare assessment documentation and templates.
Flag missing information for clinician review.
Report Administration
Set up report templates using approved formats.
Populate administrative and demographic information from referral documentation.
Format reports to a professional standard.
Insert approved tables, headings and standardised sections.
Proofread reports for spelling, grammar, formatting and internal consistency.
Check that names, dates and other administrative information are consistent throughout reports.
Maintain version control.
Prepare final reports for clinician review and approval.
Send completed reports to authorised recipients following clinician approval.

The VA will not provide clinical opinions, determine recommendations, interpret assessment findings or independently modify clinical content. Final clinical responsibility and report sign-off remain with the treating clinician.

Stakeholder Communication
Communicate professionally with participants, families, support coordinators, plan managers, providers and referrers.
Respond to routine administrative enquiries.
Follow up outstanding documentation and information.
Provide administrative updates regarding assessment and report progress.
Escalate clinical questions or complex matters to the clinician.
Billing & Accounts Administration
Prepare invoices following completed services.
Maintain records of billable hours and completed work.
Send invoices to relevant parties.
Track outstanding invoices and payments.
Follow up overdue accounts where required.
Reconcile completed referrals against invoicing records.
Maintain basic revenue and workload tracking.
Workflow & Practice Administration
Maintain spreadsheets, databases and practice-management systems.
Keep participant files organised and up to date.
Maintain task lists and workflow dashboards.
Track referral sources and caseload volumes.
Assist with development and maintenance of administrative templates.
Maintain standard email templates and administrative documents.
Identify opportunities to streamline repetitive administrative processes.
Assist with other reasonable administrative tasks associated with the clinician's contracting practice.
Systems

The successful applicant should be comfortable learning and working across systems such as:

Practice management software
Microsoft Word
Microsoft Excel
Google Workspace / Microsoft 365

Email and calendar systems
PDF/document management
Video conferencing platforms
Cloud-based file storage
AI-enabled administrative tools where authorised

Training will be provided for practice-specific systems and workflows.

About You

You will ideally have:

Previous experience as a Virtual Assistant, Medical Administrator, Allied Health Administrator or NDIS Administrator.
Strong understanding of professional healthcare administration.
NDIS experience highly regarded.
Excellent written English and professional communication skills.
Strong Microsoft Word formatting skills.
High attention to detail.
Excellent organisational and time-management skills.
Ability to manage multiple referrals simultaneously.
Confidence following up stakeholders without requiring constant direction.
Ability to recognise when an issue needs to be escalated to the clinician.
Ability to work independently and meet deadlines.
Strong computer literacy and willingness to learn new systems.
Confidentiality & Privacy

The successful applicant will be handling sensitive participant and health information and must:

Maintain strict confidentiality.
Follow applicable privacy and information-security requirements.
Use only approved systems for participant information.
Follow practice policies regarding storage, transmission and access to clinical information.
Sign appropriate confidentiality and privacy agreements.
Immediately report any suspected privacy or information-security i ---------- .
Important Scope Boundary

This is an administrative support role and not a clinical role.

The Virtual Assistant may assist with document preparation, formatting, information organisation and administrative workflow; however, they must not independently:

provide clinical advice;
interpret assessment results;
make clinical recommendations;
determine NDIS support recommendations;
alter clinical findings;
represent themselves as the treating clinician; or
send clinical reports without clinician approval.

All clinical decisions and final documentation remain the responsibility of the clinician.

What Success Looks Like

A successful VA will progressively take ownership of the administrative workflow so that:

Referral received ? documents collected ? participant booked ? assessment prepared ? report administration completed ? clinician reviews/signs ? report distributed ? invoice issued ? referral closed

with minimal administrative involvement required from the clinician.