A virtual assistant for allied health clinics, on admin only.
An allied health practice lives or dies on a full diary and clean claims, and both eat the front desk alive. A trained VA picks up the bookings, the reminders, the recalls and the Medicare and private-health claim prep on your hours and in your practice name, so the registered clinician spends the day on patients rather than the phone and the billing.
Book a free discovery callThe clinic admin a VA takes off your desk
These are the repeatable, non-clinical jobs that fill a front-desk day. A VA runs them to your scripts and your fee schedule, so the practitioner is freed to see patients rather than chase the diary:
Patient bookings and reminders
New bookings, reschedules and cancellations held to your availability and triage script, with the confirmations and reminders that pull the no-show rate down and keep chair time filled.
Recall and re-engagement campaigns
Working the recall list so patients due for a review or a care-plan visit are contacted, booked and followed up, rather than quietly dropping off the books.
Medicare and HICAPS claim prep
Preparing Medicare bulk-bill, EPC and DVA claims and private-health (HICAPS) details, reconciling what has paid against what is outstanding, and flagging rejections for the practitioner to lodge and sign off.
Reception and inbox cover
Answering the line in your practice name, taking and routing messages, and clearing the shared inbox so enquiries and intake forms are actioned the same day instead of stacking up.
Practice-management admin
Keeping the patient records, fee schedules, referrals and care-plan paperwork tidy inside your practice-management system, so the data the clinician relies on stays current.
The tools your practice already runs
Trained on Cliniko, Halaxy, Nookal and Power Diary, plus the calendars and inboxes around them. The VA works the way your practice already runs rather than asking you to change systems.
Allied health VAs by capital city
Melbourne
Physio, psych and podiatry rooms across the inner east and the Collins Street health corridor.
See Melbourne clinic support →Sydney
Multi-site practices and group clinics from the Inner West through the North Shore.
See Sydney clinic support →Brisbane
Growing allied health and NDIS practices across the inner suburbs and the south side.
See Brisbane clinic support →Perth
AWST-hour cover for clinics that lose the eastern-states overlap on the phones.
See Perth clinic support →Adelaide
Solo and small-team practices that need a desk without a full-time front-desk wage.
See Adelaide clinic support →Each city page covers the local time-zone fit, the on-costs of a front-desk hire in that state, and the practice types that get the most out of a VA. Not in a capital? The same admin works for regional and suburban practices anywhere in Australia. See the full pricing for admin and specialist rates.
Book a free discovery call
Thirty minutes with Jenn, DotVA's founder. Walk her through how your diary runs, the practice-management system you use and where the claims and reception load bites hardest, and she will give you a straight read on whether an admin VA or a specialist is the right fit, and where the cost lands. No obligation.
Useful next: allied health industry guide · how the discovery call works · pricing
City pages: Melbourne · Sydney · Brisbane · Perth · Adelaide
Thanks – now pick your time
We've got your details. Lock in your call right now using the calendar link below, or if you'd rather wait, Jenn will email you within one business day.
Pick a time with Jenn now →Allied health admin, answered straight
What does an allied health virtual assistant actually do?
Admin, not clinical work. Your VA runs patient bookings and reschedules, sends appointment reminders and runs recall campaigns, prepares Medicare and private-health (HICAPS) claims for the practitioner to lodge, covers reception and the inbox, and keeps the practice-management system tidy. It works inside Cliniko, Halaxy, Nookal or Power Diary on your hours, in your practice name. The AHPRA-registered practitioner keeps every piece of clinical judgement; the VA never gives clinical advice or triages symptoms.
Where is the line between admin and clinical work?
The VA handles everything that is not a clinical decision. They can book a patient, take a message, confirm a fee, prepare a claim and ask a triage question from a script you have written, but they do not diagnose, advise on treatment, interpret symptoms or make a clinical call. Any moment that needs clinical judgement is routed to the practitioner. That boundary is set during onboarding and written into the call and inbox scripts, so the registered clinician stays accountable for all clinical care.
Can the VA prepare Medicare and HICAPS claims?
Yes, the preparation and the chasing. The VA can ready Medicare bulk-bill and EPC/chronic-disease claims, prepare DVA and private-health (HICAPS) claim details, reconcile what has paid against what is outstanding, and flag rejections for the practitioner to fix. The registered practitioner stays responsible for the clinical accuracy of what is billed and for lodging under their provider number. The VA takes the repetitive admin off the desk; the clinician keeps sign-off.
Which practice-management systems do your VAs know?
The common allied health ones: Cliniko, Halaxy, Nookal and Power Diary, plus the calendars and inboxes around them. If your practice runs something else, the VA is trained on it during onboarding the same way a new front-desk hire would be. They work to your diary rules, your fee schedule and your triage script, so the system behaves the way your practice already runs rather than being changed to suit the VA.
How much does an allied health VA cost?
Admin-level VAs run at $12-17/hr AUD and you pay only for the hours you book. A specialist with deeper claims or practice-management experience runs at $18-25/hr. There is no superannuation, no WorkCover premium, no payroll tax and no paid downtime between calls, so the all-in figure sits well under a local front-desk hire, who lands closer to $34-40/hr once on-costs are counted. One hourly rate, scaled to how busy the desk gets.
Is it just one VA, or can it cover a multi-clinician practice?
Either. A solo physio or psychologist usually starts with one part-time VA on the booking diary and the claims. A multi-clinician practice can run a dedicated VA across all the diaries, or a small pod where reception cover and claims are split. You deal with one DotVA point of contact for onboarding, billing and any issue; the work is delivered remotely on your hours and in your practice name.