--- title: 'Practice Manager – Paediatric Hearing & Allied Health at Outsourced Staff' canonical: 'https://feeny.ai/job/practice-manager-paediatric-hearing-allied-health-outsourced-staff-philippines-f99myjqg4fhp' type: 'job' last_seen: '2026-09-09' --- # Practice Manager – Paediatric Hearing & Allied Health at Outsourced Staff - **Company:** Outsourced Staff - **Location:** Philippines - **Employment:** full-time - **Work type:** remote - **Posted:** 2026-09-03 - **Last confirmed live:** 2026-09-09 - **Apply:** https://jobs.lever.co/outsourcedstaff/13e05d19-a02f-48a7-96f0-3101ca3fc92f ## Job description ## ABOUT THE COMPANY Our client is an Australian paediatric hearing services business that assesses children's hearing across clinic, school and home-visit settings, and delivers a growing program of hearing screenings in schools across NSW (expanding to 30–40 schools next year). Billing is mostly through Medicare and private patients, with a small but growing number of NDIS-funded families. The business is led by its Practice Owner, who this role reports to directly, supported by a small team of audiologists and casual screeners. ## ABOUT THE ROLE A full-time Practice Manager role — in Australian healthcare, this sits above a medical receptionist, owning the administrative and operational back end of the clinic (patient and referral administration, reporting, scheduling and compliance) rather than front-desk reception duties. The role is split across two core areas: day-to-day patient and referral administration in the practice's patient management system, and end-to-end coordination of the school hearing screening program — from first enquiry through to the results summary sent back to each school. This role is trusted with genuinely confidential information — referrals, clinical reports, Medicare and patient details, and student data — so accuracy and discretion matter on every task, not just the obvious ones. This role is not asked to just follow instructions — it's expected to review its own work, ask questions, and genuinely learn a process once rather than needing it re-taught. Day to day, this role works independently across several systems (a patient/practice management system, Excel, Outlook, Canva, SharePoint) and will regularly hit things that don't quite fit the standard process — a missing referral, a doctor not yet in the system, a parent's booking details not matching their child's. The right person investigates and resolves what they can before escalating, rather than deferring every question upward. There's a lighter, ongoing layer of practice support on top of this — scheduling and rostering audiologists and casual screeners, social media content, SOP updates and compliance record-keeping — that adds variety without taking priority over the patient and school-screening workload. ## PRIMARY PURPOSE To independently and accurately manage patient and referral administration, and to coordinate the school hearing screening program end to end — on schedule, with genuine attention to detail and confidentiality — while escalating only genuine exceptions rather than routine questions. ## KEY RESPONSIBILITIES ▸ Patient & Referral Administration - Upload doctor referrals to the correct patient profile, and create new patient records directly from an incoming referral - Create new doctor contacts in the system, sourcing correct details from the referral or the practice's website - Send completed clinical reports to doctors and parents once clinicians have finished them, and prepare clinician letters, including uploading the relevant audiogram - Keep patient profiles accurate and complete — correct formatting, Medicare details and contact information ▸ School Screening Coordination - Manage enquiries from prospective schools and keep a database of contacted, interested, confirmed and declined schools - Reach out to returning schools each year to confirm the following year's screening dates, and manage the confirmation, flyer, e-contract and parent-broadcast process for each - Maintain the school screening schedule and prepare each school's screening list ahead of time, sending reminders at one month, two weeks and one day before the visit - Support the day of the screening visit remotely, including flagging any new bookings that come through - Process each school's PASS/REFER results after the visit, prepare the summary report, and update the master database ▸ Staffing, Systems & Practice Support - Schedule and roster audiologists and casual screeners across clinic, school and home-visit services - Maintain accuracy across the practice management system, Excel trackers and the practice's master database - Support updates to SOPs and clinic guides, and help keep the staff compliance register (working with children checks, first aid, insurance, equipment calibration) current - Coordinate university clinical placement enquiries — sending the clinical handbook and information to new students and organising an introductory call ▸ Marketing & Content Support - Help produce 2–3 educational social media posts per week aimed at schools and parents, and support content scheduling ▸ Communication & Judgement - Ask a specific, informed question rather than guessing or defaulting to escalation — investigate first using the available data and SOPs - Recognise the difference between an inbound referral (confidential, internal use only) and an outbound report (requires parent consent to share) and handle each correctly - Own a mistake immediately and follow the correct process rather than hoping it goes unnoticed ▸ Working Hours - Full-time, aligned to Australian Eastern Standard Time (AEST) business hours, working the same calendar as the Australian-based team ## WHAT SUCCESS LOOKS LIKE - Referrals, reports and patient records are accurate, complete and handled confidentially — first time, every time - A process taught once, through training, SOPs or videos, doesn't need to be retaught - Small discrepancies — a mismatched count, a missing contact — are caught and resolved independently, with only genuine exceptions brought to the Practice Owner - School screening visits run to schedule from first outreach through to the results summary, with nothing missed along the way - The Practice Owner can hand over patient and student information without needing to double-check the work behind it ## MUST-HAVE (ESSENTIAL) - 3+ years' hands-on experience as a Practice Manager or running a clinic's admin — worth more than a formal qualification alone - Meticulous attention to detail — checks their own work rather than assuming it's right, especially with patient and clinical information - Learns a new system quickly from training and SOPs, retains it, and follows it independently without needing the same thing re-taught - Genuine initiative — investigates a discrepancy using the data and SOPs available, and comes back with a specific question rather than deferring everything upward - Understands, or can quickly learn, the difference between a confidential referral and an outbound report — and handles each correctly - Comfortable in a patient/practice management system alongside Excel and Outlook — can sort/filter data and spot a broken list - Discreet and professional handling genuinely confidential patient and student health information - Strong organisational skills to manage several school screening visits at once against fixed deadlines - Comfortable asking questions and raising concerns directly rather than waiting to be asked - Own computer/laptop and a private home office suitable for full-time remote work - Available full-time on hours aligned to Australian business hours (AEST) ## NICE-TO-HAVE (DESIRABLE) - A formal qualification in practice management or healthcare administration (a bonus, not a substitute for experience) - Familiarity with a patient/practice management system such as Splose, Cliniko or Halaxy - Experience with Canva, SharePoint and/or scheduling social media content for a business - Experience coordinating with schools or in the education sector - Familiarity with NDIS-funded client coordination (most billing here is Medicare/private) Required Experience - 3+ years' hands-on experience as a Practice Manager, or running the administration of a clinic or similar healthcare/allied health setting — this hands-on experience matters more than a formal qualification on its own - Comfortable handling confidential or sensitive information as a matter of course — healthcare, allied health, education or a similar regulated setting preferred - Demonstrated ability to learn a new system or process from training or SOPs and follow it independently afterwards, without repeated re-training - Comfortable working across multiple systems at once (a patient/practice management system, Excel, Outlook) to coordinate multi-step, deadline-driven work - Able to work full time on hours aligned to Australian business hours (AEST) Required Skills - High attention to detail — checks their own work rather than assuming it's correct, particularly with names, dates, contact details and clinical information - Solid working Excel skills — comfortable sorting and filtering data and spotting when a formula or list looks broken; doesn't need to be formula-building level, but needs to trust and verify what the spreadsheet is showing - Genuine initiative — investigates a discrepancy or unclear situation before escalating it, and asks a specific question rather than a general one - Strong written English for professional correspondence with doctors, schools and parents, and comfortable asking questions and raising concerns directly - Comfortable and discreet handling confidential patient and student information - Own computer/laptop and a private home office suitable for full-time remote work Highly Desirable - ## experience matters more) - Experience with Canva, SharePoint and/or scheduling social media content for a business - Experience coordinating with schools or in the education sector - Familiarity with a patient/practice management system such as Splose, Cliniko or Halaxy - Familiarity with NDIS-funded client coordination — most billing here is Medicare and private, but some families use NDIS funding ## About Outsourced Staff ## Company Overview - **One-liner**: Outsourced Staff helps Australian, New Zealand, and US businesses build fully managed remote teams in the Philippines across operations, sales, recruiting, finance, and technical functions. - **Entity Type**: Private (bootstrapped) - **Headquarters**: Cromer, New South Wales, Australia - **Founded**: Not publicly available (company claims “over 25 years” of outsourcing expertise, but the current entity may be newer) - **Founders**: Not publicly available ## Core Business - **Primary industries**: Staffing and Recruiting / Offshore outsourcing - **Target customers**: B2B – SMBs and enterprises in Australia, New Zealand, and the US seeking offshore remote teams - **Mission / purpose**: To match businesses with highly skilled outsourced IT and digital staff for long-term growth, using a hybrid AI plus human model to deliver reliable, high-performing teams. ## Products & Services - **Dedicated Remote Team Building** – End-to-end recruitment, onboarding, payroll, and ongoing support for full-time offshore staff. Covers roles in operations, sales, recruiting, finance, technical, and administrative functions. - **AI-First Operations Support** – A senior operations role that also acts as a Chief of Staff to the founder, leveraging AI tools daily to accelerate workflows. - **Sister Business – Conversational AI** – Offers AI Receptionist, Customer Service, and Sales Agent solutions, integrated with the staffing offering for a human-plus-AI delivery model. ## Market Standing - **Valuation / Revenue**: Not publicly available - **Key Metric**: 12 employees (+17.6% YoY); LinkedIn followers 877 (+29.7% yearly growth) - **Notable Investors / Partners**: No disclosed investors; alumni have moved to companies like Accenture, Upwork, AECOM, and TenSixty AI - **Growth Signals**: Strong year-over-year headcount and follower growth; active recruitment for multiple remote roles; expansion of AI-first service model; presence in Philippines and Eastern Europe ## Competitive Advantages - **Hybrid AI + human model** – Combines offshore staffing with an in-house Conversational AI sister business, enabling clients to automate parts of their workflow while retaining dedicated human support. - **End-to-end accountability** – Staff are employed by Outsourced Staff, handling all HR, payroll, and compliance, reducing client administrative burden. - **Rapid sourcing** – Can deliver ideal candidates within 24–48 hours for some roles; typically fits within 2 months. - **No upfront costs** – Clients pay a single fixed monthly fee that starts only after placement. ## Strategic Focus - **AI-first operations** – Embedding AI tools across every role to increase speed and efficiency; the founder also runs a Conversational AI business, indicating deep investment in automation. - **Expanding into US market** – Recruiting for roles serving US clients alongside ANZ businesses. - **Continuous improvement** – Structured 1-, 3-, 6-, and 12-month reviews to boost retention and performance. ## Why Work Here - **Remote-first culture** – All roles listed are work-from-home in the Philippines or other locations; flexible arrangements for Australian hybrid roles. - **Cutting-edge AI usage** – Employees are encouraged and trained to use AI tools daily (“We run a hybrid AI plus human model”). - **Hands-on founder involvement** – Senior roles work directly with the founder as a “force multiplier,” offering visibility into the entire business. - **Supportive onboarding** – Comprehensive orientation, communication setup, and ongoing support to integrate new hires. - **Career growth** – Clear review cadence and opportunities to work across both the staffing and AI sides of the business. ## Sources 1. [LinkedIn Company Profile](https://linkedin.com/company/outsourced-staff) 2. [Lever Careers Page](https://jobs.lever.co/outsourcedstaff) 3. [Company How It Works Page](https://outsourcedstaff.com.au/how-it-works/) 4. 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