coreplus Virtual Assistant: a VA in the free admin seat your plan already includes
For psychologists, counsellors, speechies and the rest of allied health running the whole practice on coreplus, where the Admin seats are free and nobody is sitting in them.
What your VA actually does inside coreplus
Calendar
Each morning the day sheet gets squared away: anyone unconfirmed gets an SMS, gaps are flagged, overnight Client Portal bookings are checked and filed, and cancellations are processed as Cancel rather than Delete so the Cancellation report keeps its data.
Waiting List
It sits under More on the Calendar and it's a plain list, names and numbers auto-filled when a client is added, which is exactly why it needs a person. When a cancellation lands, your VA phones down it and has the slot refilled before the morning is out.
Unbilled appointments report
The daily money sweep, under Reports > Calendar: every appointment not yet linked to an invoice, listed. Cleared each day so nothing escapes unbilled, with outstanding invoices then followed up on a chasing cadence you approve.
Medicare & DVA Online
The claiming leg: bulk bill and patient claims lodged with Services Australia from inside coreplus, statuses watched in real time, the automatic reconciliation checked, and Online Patient Verification run on new clients before their first appointment. Processing is the VA's job; item numbers never are.
SMS & Email reminders
Reminder templates tuned per appointment type and kept short, because coreplus bills SMS per message, 10 cents on Plus and 15 on Core, and confirmations chased once, properly, instead of three times vaguely.
Client Portal and online bookings
Availability kept true on the Client Portal, where a two-factor SMS check screens every booking before it lands, and the HotDoc or HealthEngine listing kept in sync so the practitioner the internet can see matches the one with actual gaps.
Inactive Clients report
The recall list. Run monthly from Reports > Calendar, it surfaces anyone whose last appointment came and went with nothing booked afterwards, and each of them gets a phone call. The Cancellation and Statistics reports arrive at your practice meeting with real numbers in them.
Almost nobody types “coreplus virtual assistant” into Google yet. We wrote the page anyway. It sits alongside Cliniko, Zanda and Splose because allied health is the industry we place more VAs into than any other, and when we ask a new practice what they run on, coreplus keeps coming up. Usually a psychology or mental health practice. Usually been on it for years, from back when the website was coreplus.com.au rather than corepluspm.com. Usually one person doing all the admin, and that person is reading this between sessions.
The daily rhythm a VA runs in your coreplus
The day starts in the Calendar, before the first client does. Anyone who hasn’t confirmed gets an SMS, gaps get flagged, and the overnight bookings get a once-over, because the Client Portal puts a two-factor SMS check in front of every booking, which keeps the junk out but doesn’t file anything for you. If you publish availability through HotDoc or HealthEngine instead, those bookings drop into the same Calendar in real time and get the same treatment.
When a cancellation comes in, it gets processed as a Cancel, not a Delete, so the Cancellation report keeps its data and your Cancellation Rules can do their job, generating the fee invoice automatically where your policy says so. Then the Waiting List, which sits under More on the Calendar, gets worked: phone down it, book the first yes, move on.
Money next. The Unbilled appointments report under Reports > Calendar lists every appointment not yet linked to an invoice; it gets cleared every day, so an attended appointment can’t quietly leave without one, and the outstanding invoices get followed up on a chasing cadence you sign off. On the Plus plan, claiming runs through Medicare & DVA Online, coreplus’s own pipe to Services Australia over PRODA: bulk bill and patient claims go straight from inside coreplus, statuses update in real time, payments reconcile against invoices automatically and the mismatches get chased. New clients get an Online Patient Verification check before their first appointment, so a wrong Medicare number fails quietly in admin, not awkwardly at the desk.
Weekly and monthly, the reports earn their keep. The Inactive Clients report turns into the recall list, and anyone whose last appointment came and went without a next one booked gets a phone call. The Cancellation and Statistics reports turn up at your practice meeting with actual numbers in them. Telehealth by coreplus is built in at a cent per participant per minute, and the VA owns the unglamorous part: checking each telehealth appointment generated its link, and that the chat transcript landed on the client’s file as the attachment your practitioner expects.
Underneath all of it, the small stuff: reminder templates tuned per appointment type and kept short, because coreplus bills SMS per message, 10 cents each on Plus and 15 on Core, and a confirmation that needs one nudge shouldn’t cost you three.
The honest bits
The Waiting List is a list. Names and numbers, auto-filled when you add a client, and that’s the feature. It doesn’t watch the calendar, doesn’t match anyone to a freed slot, doesn’t send anything on its own. Zanda pops up matched clients the moment a cancellation is processed; coreplus hands you a phone. That’s fine when working the list is part of someone’s actual job, and useless when that someone is mid-session. Worth knowing too: Feature Permissions are feature-level, each toggle covers all the data in that feature, so Invoices is all invoices or none. For a VA scope that’s rarely a problem, but design around it rather than against it.
What stays yours
Case notes, every clinical conversation, fees and item numbers. And if a client message drifts into clinical territory, a written escalation rule sends it straight to you; the VA never answers it. The case notes part is a permission, not a promise: your VA comes in as an Admin user, the Case Notes toggle in Feature Permissions stays off, and only a Supervisor can change it. You’re the Supervisor.
The pleasant detail: coreplus prices per practitioner, and its own pricing page lists Admin users at $0.00 a month. The help centre’s wording on Admin accounts is “but hey, they’re free!”, and for once the vendor’s enthusiasm is justified. Adding a VA adds nothing to the subscription.
What it costs and how to start
The rate is our admin tier, $12-17 AUD an hour excl GST. Most placements settle at 10-15 hours a week, running higher when the VA also picks up the phones and the inbox. Placement runs 7-10 business days. The first 5-7 days are supervised inside your coreplus before anything solo, the guarantee is 30 days recalibrate-or-replace, notice is 14 days with no lock-in, and the refundable $500 deposit is credited against month one.
Full pricing detail lives in the VA cost guide. When you’re ready, book a discovery call with Jenn. She’s done 48+ VA placements into Australian businesses since 2024, and if your practice isn’t ready for one yet, she’ll say that too. Bring your last Unbilled appointments report and your Cancellation report; between them, the hours are usually sitting right there.
Industries that run on coreplus
The tasks this usually covers
coreplus VA questions
Will the VA actually know coreplus, or am I training someone from scratch?
Straight up: fewer VAs have real coreplus hours than Cliniko hours, and this page won't pretend otherwise. It exists because coreplus keeps turning up in our own client base, allied health is the industry we place into more than any other, so we screen for it. If the closest candidate is someone strong on a neighbouring allied health platform rather than coreplus itself, you hear that on the discovery call, not after onboarding. The ramp doesn't change either way: 5-7 supervised days inside your account, Calendar and Waiting List first, invoicing and claiming layered in once the earlier work holds up clean, and solo work starts only when you say it does.
Can a virtual assistant see our case notes?
Not if you don't let them, and in coreplus that's one toggle. Your VA comes in as an Admin user, the access level coreplus describes as suited to receptionists and accounts, and the Case Notes permission in Setup > Settings > Feature Permissions stays off. Only a Supervisor can change Feature Permissions, and that's you. One thing to know: coreplus permissions are feature-level, so the toggle hides all case notes rather than slicing by client, which for a VA scope is exactly what you want. A signed confidentiality agreement backs it up, but the toggle does the heavy lifting.
Can the VA run our Medicare and DVA claiming?
Yes to the admin side, and coreplus keeps it terminal-free: Medicare & DVA Online is coreplus's own connection to Services Australia through PRODA, with bulk bill and patient claims raised and sent without leaving coreplus, claim statuses tracked in real time, payments reconciled against invoices automatically, and error handling detailed enough to resubmit a rejected claim on the spot. Your VA lodges the claims practitioners have billed, watches the statuses, follows up rejections with the claim history in hand, and runs Online Patient Verification on new clients before day one. Two caveats. The integration comes free on the Plus plan, not Core. And health fund claims go through the separate Tyro Health add-on, which sends claim details from coreplus to your Tyro terminal, but the client's card still gets tapped at the machine, so terminal claims belong to whoever is in the room. Item numbers are clinical territory and never the VA's.
We're on the Core plan. Does that change what a VA can do?
A little. The day-to-day, Calendar, Waiting List, invoicing, reminders and reports, is identical, and Admin users cost $0 on both plans. What Core doesn't include is Medicare & DVA Online, so claiming admin would mean either moving to Plus at $49 per practitioner a month or keeping claims in whatever workflow you use now. SMS also costs 15 cents a message on Core against 10 on Plus, which sounds trivial until someone is sending confirmations all day. If claiming is half the reason you're hiring, the upgrade usually costs less than the claiming mess it tidies up.
What does a coreplus virtual assistant cost?
coreplus work lands on our admin tier, $12-17 AUD an hour excl GST. Typical engagements settle at 10-15 hours a week, which works out to roughly $500-1,100 a month and covers the Calendar, the Waiting List, invoicing, claiming admin and the monthly recall pass through the Inactive Clients report. Reporting and campaign support sits on the specialist tier at $18-25. The $500 deposit is refundable and comes off your first month, notice is 14 days with no lock-in, and since coreplus charges nothing for Admin users, your software bill doesn't move.
Book a free discovery call
30 minutes with Jenn, the founder. Tell her you run coreplus and what's eating your week; she'll tell you honestly what a VA can own inside it, what it costs, and whether it makes sense.
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