Healthproof · Australia
Join Healthproof to help transform healthcare access in Sydney by managing client onboarding and ensuring seamless service transitions. You’ll be the first point of contact for clients, families, and referrers, ensuring accurate documentation and smooth handovers to clinical teams. This role is ideal for someone who thrives on organisation, communication, and making a real difference in people’s lives.
About the Role
This is a part-time role, 22.8 hours per week. You’ll play a key part in our client journey, managing the onboarding and intake process for new referrals and ensuring clients transition smoothly into our services. You will be the first point of contact for many clients, families, and referrers, ensuring information is collected accurately and services are set up efficiently. Working closely with our clinical team leads, support coordinators, and referrers, you will ensure every client is matched with the right clinician and that all documentation and compliance requirements are completed prior to service commencement. This role is ideal for someone who enjoys organisation, communication, and helping people navigate healthcare systems.
What You Will Do
Manage the onboarding pipeline in Zoho CRM, tracking referrals through to service commencement
Prepare, send, and follow up on service agreements
Liaise with clients, families, support coordinators, and therapists to gather required documentation
Conduct pre-home safety screenings via phone for clients without email access
Ensure a smooth handover to the clinical team once onboarding is complete
Prepare renewal service agreements in line with new NDIS plan dates or funding changes
Block-book ongoing appointments to ensure service continuity
Maintain accurate records in Zoho CRM and Cliniko
Follow up on outstanding documents and agreements
Manage the shared admin inbox and respond to general enquiries
Track and manage incoming leads within Zoho CRM
Ensure all enquiries are followed up promptly
Provide support to the wider admin team during busy periods
Assist with appointment coordination, documentation, and follow-ups
Maintain clear communication with clients and stakeholders
What We Are Looking For
Organised, proactive, and compassionate with strong communication skills
Previous experience in administration, ideally within healthcare or allied health
Experience using CRMs or practice management systems (Zoho, Cliniko, Xero or similar)
Excellent organisation and time management skills
Strong attention to detail
The ability to manage multiple tasks in a fast-paced environment
Fluent in English and willing to complete a literacy test
Experience with NDIS (desirable)
Work from home. Weekly 1:1 mentoring. Monthly professional development sessions. Clear career progression pathways. Fun team socials. $100 Patient Referral Bonus. 2 Extra Days of study leave + $1000 CPD allowance. Weekly pay + access your earnings as you go. Access to 1000+ discounts & cashback offers.
If you’re passionate about helping people and thrive in a supportive, growth-oriented environment, we’d love to hear from you.