Bookkeeper & Scheduling Officer

JOB DESCRIPTION

Bookkeeper & Allied Health Scheduling Officer

Department: Finance & Allied Health Operations Reports To: Operations Manager / Director Location: Perth, WA Sector: NDIS / Allied Health

Position Purpose

The Bookkeeper & Allied Health Scheduling Officer is responsible for accurate bookkeeping, NDIS billing and the coordination of Allied Health practitioners’ schedules. The role ensures participant appointments, practitioner calendars, service agreements, NDIS funding and invoicing are accurately coordinated.

The successful candidate must have strong knowledge of the NDIS sector and experience in NDIS billing, administration and preferably Allied Health scheduling.

Key Responsibilities

NDIS Billing & Bookkeeping

• Process NDIS invoices and claims accurately and within required timeframes.
• Ensure correct NDIS support item numbers, rates and service dates are used.
• Invoice NDIA-managed, plan-managed and self-managed participants as applicable.
• Reconcile payments, invoices and outstanding accounts.
• Manage accounts payable and accounts receivable.
• Complete bank reconciliations and maintain accurate financial records.
• Investigate rejected claims, unpaid invoices and billing discrepancies.
• Ensure practitioner timesheets and service records correspond with invoices.
• Monitor participant funding and advise management of potential funding exhaustion.
• Maintain accurate, confidential and audit-ready financial records.

Allied Health Scheduling

• Coordinate and maintain practitioner calendars and participant appointments.
• Schedule appointments for Occupational Therapy, Behaviour Support, Speech Pathology and other Allied Health services.
• Coordinate face-to-face, telehealth and outreach/regional appointments.
• Match appointments with practitioner availability and participant requirements.
• Schedule initial assessments, ongoing therapy, reviews and report-writing activities.
• Manage appointment changes, cancellations and rescheduling.
• Communicate appointment details and changes to practitioners, participants, families and relevant support teams.
• Ensure practitioners’ calendars are accurate and appropriately utilised.
• Monitor appointment gaps and assist with maximising practitioner billable hours.
• Coordinate regional/outreach schedules efficiently, including grouping participants where appropriate.
• Ensure scheduled services remain within available participant funding and agreed service arrangements.

NDIS & Compliance Responsibilities

• Maintain knowledge of current NDIS Pricing Arrangements and Price Limits relevant to Allied Health services.
• Ensure billing aligns with service agreements and actual services delivered.
• Maintain participant confidentiality and comply with privacy requirements.
• Maintain appropriate documentation for NDIS and financial audits.
• Immediately report suspected duplicate claims, overclaiming or financial discrepancies.
• Comply with the NDIS Code of Conduct, relevant NDIS Practice Standards and organisational policies.

Essential Requirements

• Previous bookkeeping or accounts experience.
• Experience working within the NDIS sector.
• Experience with NDIS billing and invoicing.
• Experience in scheduling, preferably within an Allied Health environment.
• Understanding of NDIS support items, pricing and participant funding.
• Experience with Xero/MYOB or similar accounting software.
• Strong Microsoft Excel and computer skills.
• Excellent organisational and time-management skills.
• High attention to detail and numerical accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple practitioner calendars and competing priorities.
• Ability to work independently and maintain strict confidentiality.

Key Performance Expectations

The employee is expected to:

• Maintain accurate and timely NDIS billing.
• Minimise rejected or incorrect claims.
• Maintain accurate Allied Health practitioner schedules.
• Maximise appropriate utilisation of practitioner billable hours.
• Minimise avoidable appointment gaps and scheduling conflicts.
• Ensure invoices correspond with completed Allied Health services.
• Follow up outstanding invoices and billing discrepancies promptly.
• Maintain accurate and audit-ready records.
• Communicate scheduling changes promptly and professionally.