Operations & Client Services Coordinator

VIP Physio is a rapidly growing allied health organisation providing Physiotherapy, Occupational Therapy, Podiatry and Rehabilitation Services across Melbourne.

Our team delivers services through multiple clinic locations and community-based programs, supporting clients funded through NDIS, Medicare, Support at Home (SAH) Program, TAC, WorkCover, DVA and private healthcare.

We are passionate about delivering exceptional healthcare while creating a professional, supportive and positive experience for our clients, clinicians and community partners.

We're looking for a motivated and experienced Operations & Client Services Coordinator to support the day-to-day operations of our growing practice.

This role is ideal for someone who enjoys a combination of client service, administration, coordination, organisation and problem-solving.

You'll play an important role in connecting patients, clinicians, referrers and healthcare providers while ensuring our services are delivered efficiently and professionally.

This is not a traditional reception role. It is an operations and coordination position offering genuine responsibility, opportunities to improve systems and the chance to contribute to the continued growth of VIP Physio.

While the role is varied, you'll receive comprehensive training, established systems and ongoing support. Responsibilities are introduced progressively, and you'll work alongside a collaborative team—you'll never be expected to manage everything on your own.

• Deliver exceptional customer service through phone, email and face-to-face communication.

• Coordinate referrals from GPs, hospitals, NDIS providers, support coordinators and other healthcare professionals.

• Match patients with appropriate clinicians based on their clinical needs, location and funding.

• Coordinate appointments across multiple clinic locations and community services.

• Manage enquiries, follow-ups and waitlists to ensure timely communication.

• Maintain accurate patient records and administrative documentation.

• Support billing and claiming processes across Medicare, NDIS, SAH, TAC, WorkCover, DVA and private clients.

• Assist with invoices, payments, receipts and funding administration.

• Communicate professionally with plan managers, support coordinators, healthcare providers and other stakeholders.

• Prepare correspondence, reports and administrative documents.

• Provide day-to-day administrative support to clinicians.

You'll work confidently with a range of digital platforms including:

• Microsoft 365 (Outlook, Word, Excel & Teams)

• Halaxy Practice Management Software

• SharePoint and other Microsoft applications

• Tablets, laptops and other digital devices

You'll also:

• Learn new systems and digital workflows.

• Identify opportunities to improve processes and enhance the client experience.

• Support the ongoing development of efficient administrative systems.

• Support clinic operations across multiple locations.

• Assist with onboarding and team administration.

• Collaborate with clinicians and management to improve service delivery.

• Contribute ideas that support the continued growth of VIP Physio.

We're looking for someone who is organised, dependable and enjoys working in a fast-paced healthcare environment.

Ideally, you'll bring:

• Experience in administration, healthcare, allied health or customer service.

• Excellent written and verbal communication skills.

• Professional phone and email etiquette.

• Strong computer skills and confidence learning new software.

• Excellent organisational and time management skills.

• Strong attention to detail.

• A caring, compassionate and respectful approach to client care.

• Initiative, problem-solving ability and a willingness to take ownership.

• A genuine desire to build a long-term career within a growing organisation.

Experience in any of the following will be highly regarded:

• Allied health, medical or healthcare administration.

• NDIS, Medicare, TAC, DVA, WorkCover or Support at Home funding.

• Practice management software (Halaxy, Cliniko, Zanda, Splose or similar).

• Referral management and appointment coordination.

• Microsoft Office and digital systems.

• Additional community languages.

At VIP Physio, you'll become part of a growing organisation that genuinely values its people.

We offer:

• Competitive salary package.

• Comprehensive training and ongoing support.

• A supportive and collaborative team culture.

• A varied role with responsibility and autonomy.

• Opportunities to improve systems and contribute ideas.

• Career progression into senior operations and practice management roles.

• Professional development and long-term career growth.

• The opportunity to make a genuine difference in the lives of our clients every day.

If you're passionate about healthcare, enjoy helping people and are looking for more than just another administration role, we'd love to hear from you.

Please click Apply Now and submit:

• Your resume

• A brief cover letter telling us why you'd be a great fit for VIP Physio.