By taking on these administrative tasks, a virtual administration assistant allows businesses to streamline their operations, increase productivity, and focus on their core business functions
HALAXY SET UP
Calendar
Appointment types
Online bookings (optional)
Reminder templates
Claims and funders
Fees
Invoices
Customised client/patient intake forms
Customised clinical tools and templates
Service agreements and consent forms
Questionnaires relevant to your practice for eg: DASS21/RCADS
SOAP Notes/GP referral acceptance letters or customised letters
Set up of client profiles
Automation of payment processing, SMS reminders, client intake forms (optional)
EMAIL MANAGEMENT
Sorting and organising incoming emails into appropriate folders or categories and/or transferring email communication/threads to your practice management software
Drafting and sending email replies on behalf of the client
Flagging and prioritising emails based on urgency or importance
Deleting spam or irrelevant emails from the inbox
Monitoring and archiving important emails for future reference
Forwarding specific emails to relevant team members for follow-up or action and/or communicating with other health professionals
Researching information or finding resources requested by the client via email
Assisting in creating and managing campaigns in Halaxy
invoice management
Preparing and submitting invoices: create and format invoices accurately according to the specific requirements of Medicare, NDIS, or other third-party funders
Verifying documentation: Ensure that correct item numbers and service delivery requirements are included with the invoice before submission to avoid any delays or rejections
Following up on payment status: Run reports and track the status of submitted invoices and follow up with Medicare, NDIS, or the third-party funder to ensure that payments are processed promptly
Reconcile invoices in Halaxy
Process Medicare rebates
Process payments in Halaxy
Client Record Management
Organisation and management of clinical records, including scanning and uploading documents, ensuring records are up to date, and maintaining proper document storage and archiving
Set up NDIS participant details: Input the details of each NDIS participant, including their name, contact information, NDIS number, funding package details, and service agreements to ensure accurate tracking and billing
Set up MHCP/EPC/CDM to ensure accurate tracking and billing
Patient record management: maintain and update electronic health records, ensuring accurate and organised patient/client documentation
GENERAL ADMINISTRATION
Create documents in Canva
Create visual supports and therapy resources
Transcription
Halaxy training
Best Practice software training
NDIS ADMINISTRATION
Creating and sending NDIS Service Agreements
Setting up funding and budget in Halaxy or Splose
Other tasks to be discussed
