Patient Intake Officer | Paediatric Allied Health & NDIS Admin Full Time

Motion Health Kids is looking for a warm, organised and proactive Patient Intake Officer to become the first point of contact for children, families and referrers accessing our paediatric allied health services.

This is an important role within our team. You will help families navigate the process of accessing care, understand their needs, match them with the appropriate clinician and ensure their experience with Motion Health Kids starts exceptionally well.

Motion Health Kids is a growing paediatric allied health provider supporting children and families through a multidisciplinary team.

Our services include Physiotherapy, Occupational Therapy, Speech Pathology, Psychology and Exercise Physiology, with a strong focus on providing coordinated, high quality care for children accessing NDIS and private services.

As our Patient Intake Officer, you will manage new patient enquiries and referrals from initial contact through to their first appointment.

You will communicate regularly with parents, carers, support coordinators, plan managers, referrers and clinicians.

You will also work closely with and support our three other administration team members on site to ensure the clinic runs smoothly and families receive a consistently high standard of service.

Managing incoming phone, email and online enquiries

Speaking with parents and carers to understand their child's needs

Managing new NDIS and private patient referrals

Collecting relevant referral, funding and patient information

Explaining our services and intake process clearly to families

Matching children with the appropriate clinician and service

Booking initial appointments and coordinating multidisciplinary appointments where required

Following up families who have enquired but have not yet booked

Managing clinician waitlists and appointment availability

Communicating with support coordinators, plan managers and other external stakeholders

Ensuring patient information and documentation is accurate and complete

Supporting the clinical team with patient onboarding and administrative requirements

Providing families with a welcoming and professional experience from their first interaction with Motion Health Kids

Working closely with the three other administration staff on site

Supporting the front desk, bookings, patient enquiries and general clinic administration when required

Assisting with shared administrative duties during busy periods, staff leave or when additional support is needed

Contributing to a collaborative administration team where responsibilities are shared and patient experience remains the priority

We are looking for someone who is confident speaking with people, highly organised and genuinely enjoys helping families.

You will ideally have:

Experience in medical, allied health, disability, NDIS or healthcare administration

Excellent phone and interpersonal communication skills

Strong organisation and attention to detail

Confidence managing multiple enquiries and priorities throughout the day

A proactive approach to following up enquiries and solving problems

Confidence using practice management software, email and other digital systems

An understanding of the NDIS and paediatric allied health sector is highly desirable

Experience working with NDIS participants, families, support coordinators or plan managers would be highly regarded

A team focused attitude and willingness to support other administration staff when required

This role is responsible for creating an excellent intake experience while ensuring children are booked into the most appropriate services as efficiently as possible.

Success in the role means:

Families receive prompt responses to their enquiries

New referrals are followed up consistently

Children are matched with the appropriate clinician

Families understand the next steps in accessing services

Waitlists and clinician availability are actively managed

Patient information and funding details are accurate before appointments commence

No enquiry or referral is allowed to fall through the cracks

The wider administration team is supported during busy periods

The clinic runs smoothly and families receive a consistent experience across all administration touchpoints

You must be available to work:

Monday to Thursday: 8:00am to 5:00pm

Friday: 8:00am to 3:00pm

This is an on site position and applicants must be available across these core operating hours- possibility for 32 hours if needed.

You will be joining a growing multidisciplinary allied health business with the opportunity to play an important role in shaping the experience of our children and families.

This is not simply a reception role. We are looking for someone who wants to take ownership of the patient intake process, build strong relationships with families and referrers and contribute to a high performing administration team.

If you are organised, confident on the phone, enjoy working with families and want to build a career within paediatric allied health, we would love to hear from you.

Please submit your resume along with a short cover letter outlining your relevant experience and why you believe you would be a good fit for Motion Health Kids.