Virtual Admin Support for Practitioners and Practices
Therapy Assist has extensive experience with Halaxy and Cliniko, as well as Google Docs, OneDrive and Microsoft Office. We stay up to date with Australian Medicare procedures, so you can spend your time with your clients while your admin runs smoothly.We stay fully updated with Australian Medicare procedures, providing seamless virtual assistance that ensures smooth operations and gives clinicians more time to focus on their patients.
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Liaising with referrers about billing and enquiries (for example VCT, insurers and legal firms)
Appointment and diary management, including triagingOrganising telehealth through Zoom, Coviu or other platforms
New patient intake, including referrals, Mental Health Care Plans, signed consent forms and other paperwork
Checking that Mental Health Care Plans and referrals meet Medicare requirements
Formatting and faxing GP letters
Courtesy reminders and tracking for GP letters
Meeting Medicare, DVA, Victim Services, NDIS and insurer requirements
Invoicing (including third-party), payment processing with rebates, and chasing outstanding invoices
Data entry and keeping client information up to date
Waitlist management
Therapy Assist's affordable solutions let you focus on your clients while we take care of the administrative details behind the scenes.
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Weekly packages (all prices per week)
4 hours: $200
6 hours: $300
8 hours: $400
12 hours: $600
15 hours: $750
Corporate pricing available on request
Weekend work incurs a 20% service fee. Packages that include phone support are coming soon.
Invoices are sent at the end of each working week with a strict 14-day payment term. You can scale your hours up or down, and changes take effect from the next billing cycle.
No lock-in. We ask for two weeks' notice to end the service and remove access to your accounts.
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Book a free 15-minute consultation so we can talk through your needs.
We set up secure access to your practice management software (such as Halaxy or Cliniko) and a shared Google Drive for files.
We agree on the scope of work and a plan that suits your practice.
We start managing your admin.
FAQ
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By email or phone, which makes it easy to assign tasks, set priorities and track progress. We are happy to work in the way that suits you.
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Yes. We handle client information in line with the Australian Privacy Principles and the APS Code of Ethics. A signed confidentiality agreement is in place before any work begins, and information is used only for administrative support.
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We prioritise last-minute bookings, cancellations and time-sensitive correspondence, and keep you informed so your schedule is not disrupted.
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Packages start at $200 a week, which suits practices with up to 10 appointments a week. If your needs change, we adjust your hours from the next billing cycle. Invoices are sent weekly and are due within 14 days. See the pricing above.
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Therapy Assist works with only a handful of practices at a time, so you deal with the same person who knows your systems and your preferences. For planned leave, we give you at least two weeks' notice, schedule recurring tasks such as invoicing and reminders in advance, and leave a clear handover note so nothing falls behind. Our closure dates, including Sydney public holidays and the Christmas break, are set out on this page. If we're unexpectedly unwell, we let you know the same day and follow up on anything time-sensitive as soon as we return. Because you keep full ownership of your practice software and email, your practice is never locked out of its own information.
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We manage invoicing for Medicare, NDIS, private insurers, DVA and other third parties. Claims are submitted promptly, invoices itemised correctly and payments tracked. Bulk-billed claims go through Medicare Online or your practice software.
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We work with Halaxy and Cliniko. With your permission, we log in as an admin or team member to manage bookings, invoicing and correspondence. We never need your personal password. Files are shared through a secure Google Drive.
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Our core hours are 9 am to 5 pm, Monday to Friday, Sydney time. We are not available on Sydney public holidays and are closed over the Christmas break. Weekend work is available for a 20% service fee.
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You add us as a delegate on your Gmail or Outlook account. We can then send, receive and organise emails on your behalf without ever seeing your password, and you can remove access at any time.
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Yes. There is no lock-in. We ask for two weeks' notice so we can remove access to all your accounts.