iinsight Virtual Assistant: a VA who keeps timesheets current and cases inside their funding

Occupational rehab has an awkward secret: it’s a billable-hours business wearing a health-provider hat. Every consultant hour has to be recorded against a case, every case has an approval with a dollar ceiling on it, and every funder, WorkCover, icare, Comcare, DVA, an NDIS plan, a law firm on a medico-legal brief, pays to its own schedule on its own cycle. iinsight exists because spreadsheets collapse under that. But iinsight only holds the structure. Somebody still has to feed it every day, and in most consultancies that somebody is a consultant at 7pm, or a director between site visits, or nobody, which is how billable hours quietly go missing.

That’s the search behind “iinsight virtual assistant”. Not curiosity about software. A backlog.

iinsight itself is an Australian-built system, developed by Be Software and now part of MYP Technologies, and it’s carried a serious share of AU and NZ occupational rehab, allied health and medico-legal work for years. It knows exactly what a case is, what an approval is, and what a timesheet entry is worth. What follows is the daily work a DotVA virtual assistant does inside it, from Manila, on your business hours, at $12-17 AUD an hour.

The daily rhythm a VA runs in your iinsight

Referrals first. A referral that sits unentered is a case that starts late, and referrers notice. Whatever lands overnight, an insurer referral with a claim number, a support coordinator’s email, a solicitor’s letter of instruction, gets set up as a case the same morning: client details, referrer, funding body, approval and claim numbers, the referral documents attached to the file, and an acknowledgement back to whoever sent it. In a sector where the next referral goes to whoever handled the last one promptly, the intake turnaround is quietly a marketing function.

Then the diary. Initial appointments booked within the funder’s expected timeframe, worksite and home visits grouped so a consultant isn’t crossing the city twice in a day, confirmations out, reschedules absorbed, and the appointment record in the case kept true. When a client cancels, the VA is the one who notices the gap, rebooks it, and updates the file, so the case history you’d show a funder matches what actually happened.

Then the chase that pays for everything: timesheets. Consultants are conscientious about clients and terrible about timesheets; that’s not a character flaw, it’s the whole industry. Your VA runs a standing weekly sweep for unbilled time, nudges each consultant with the specific cases and dates that look thin, and enters or corrects the timesheet and disbursement entries, travel, interpreters, report time, against the right case and activity. Time captured at 95% instead of 85% is not a rounding error. On a small consultancy it’s a salary.

All the while, the budget watch. This is the most iinsight-specific job on the page. Every case carries its approval, and iinsight tracks cost against it as entries land. Your VA reads that tracking daily and flags any case approaching its cap to the consultant before the next appointment, not after. In workers compensation rehab, hours worked past the approval are usually hours donated, and an extension request sent early is routine while one sent late is a negotiation. A VA watching the cost-versus-approval position on every open case is the difference between those two conversations.

On the cycle, invoicing. Some funders get invoiced weekly, some monthly, medico-legal often on report delivery. The VA builds each run from the case entries, checks the obvious traps (time on the wrong case, disbursements missing, an entry after the approval was exhausted), then pushes the run through the Xero integration and confirms it landed clean, chasing down any contact mismatches or rejected lines the same day. From there, outstanding invoices get followed up on the cadence you approve, which in this sector mostly means polite persistence with insurer accounts teams.

And underneath it all, the documents. Medical certificates filed against the right case. Consents captured. Correspondence attached where the next person will look for it. And the highest-value piece: report formatting. Assessment reports, RTW plans and medico-legal reports poured into your templates, headings and numbering fixed, appendices compiled in order, the brief referenced properly, before the author does the review that only the author can do. An hour of formatting done by a report writer is your most expensive hour doing your cheapest work.

And the mix shifts with your book. A consultancy living on workers compensation referrals runs hot on the budget watch and the funder invoice cycles, because that’s where its money leaks. An NDIS therapy provider leans on service agreements instead: the VA keeps each participant’s agreed hours in view alongside the plan dates, invoices against the plan on the schedule the agreement sets, and flags agreements nearing renewal early enough that delivery never has to pause while paperwork catches up. A medico-legal practice barely touches the diary some weeks and lives in briefs instead: letters of instruction logged as cases, examination appointments coordinated around the expert’s clinic days, the report formatted and delivered against the solicitor’s deadline, and the invoice raised the same afternoon, because a medico-legal invoice that travels with the report gets paid about a month sooner than one that waits for month-end. Same system, three different jobs; the VA learns yours, not a generic one.

The honest bit

iinsight will not chase anyone. The unbilled-time problem that probably brought you to this page is a human problem; the software surfaces it in reports but the nagging, the entering and the correcting are done by a person, which is precisely why the role delegates so well.

The funding rules don’t live in the software either. What WorkCover in one state allows, what an NDIS line item covers, what a CTP insurer will pay for a file review: those rules live in fee schedules and service agreements that someone in your business has decided how to apply. A VA applies your rules faithfully and flags what doesn’t fit. They don’t invent billing policy, and you should be suspicious of any offshore provider who implies theirs would.

And the talent-pool truth, said plainly: iinsight is a specialist system, so few VAs arrive with iinsight hours already logged. The realistic promise is a candidate who has run case-based billing on a comparable platform, learning your iinsight under supervision in the first week, and that promise holds. The concepts (case, approval, entry, invoice) transfer; the menus take days, not months.

One more limitation worth naming: a VA inherits your iinsight as it stands. If the case list is carrying years of half-closed files, orphaned time entries and referrals that never became cases, the first fortnight is partly archaeology, closing what should have been closed, tidying what the reports lean on, before the daily rhythm gets clean. It’s worth doing, and it’s exactly the kind of work you’d never get a consultant to sit down for, but budget those early hours honestly rather than expecting week one to look like week six.

What stays with you

This tool sits in health, disability and medico-legal work, so the line gets drawn in ink. Everything clinical stays with the clinician: assessments, capacity and RTW opinions, treatment decisions, every substantive word of every report, and sign-off on anything a regulator, insurer, court or the NDIS Commission would consider a professional judgement. Fee and item decisions stay with you. Reasonable-and-necessary judgements on NDIS cases stay with the qualified people making them. Anything a client says that sounds clinical or safeguarding-shaped escalates to you under a written rule instead of being answered from the inbox.

iinsight’s individual logins and configurable permissions make the boundary enforceable rather than aspirational: the VA’s account is scoped to the admin surface, their activity is logged under their own name, and the clinical and legal core of every file remains yours. The VA is capacity around the professional work, never a substitute for it.

What it costs and where to start

Everything on this page is admin-tier work: $12-17 AUD an hour excl GST, and 10-15 hours a week (about $500-1,100 a month) covers intake, diary, the timesheet sweep, the budget watch, invoicing and documents for most providers. If the same person also carries reporting builds or your wider books, that portion prices at the specialist ($18-25) or bookkeeping ($25-35) tier. Getting started takes 7-10 business days, and the first 5-7 days are supervised inside your own iinsight, so nothing runs solo until you’ve watched it run right. The $500 deposit refunds or credits to your first month, the first 30 days are recalibrate-or-replace, and leaving ever after takes 14 days notice.

For the wider industry picture, the occupational therapy page and the NDIS provider page go deeper, the NDIS and medical billing task page covers the claiming discipline, and the VA cost guide lays out every dollar. Or skip ahead and book a discovery call with Jenn, who has made 87+ Australian placements since 2024 and takes every call personally. Bring last month’s unbilled-time number and a list of cases sitting near their approval cap. Between those two lists is the business case, already written.