Remote Practice Operations Lead - Psychology Growth in Gold Coast

Mindkit is a neurodivergent-led psychology practice in Melbourne, providing therapy and assessments in person and by telehealth. We have been operating for several years and are scaling quickly, with plans to expand into GP, psychiatry and allied-health services. We need an experienced practice manager to lead operations, strengthen systems, support the team and provide reliable financial and operational reporting.

ESSENTIAL EXPERIENCE

• At least five years of practice management, including substantial experience managing Australian practices. Ideally ten or more years.
• Hands-on Halaxy: billing, fees, calendars, booking settings, reporting and administration.
• Australian psychology Medicare/MBS billing: psychology item numbers, claims, exceptions and follow-up.
• Direct NDIS experience: participant and plan-manager billing, remittances, payment follow-up and accurate records.
• Hands-on Xero, accounts receivable, reconciliation, debt follow-up, payroll coordination and management reporting.
• Managing practice growth, leading administrative staff, clinician recruitment and onboarding, and documented process improvement.
• Clear written and spoken English, Microsoft 365 and Asana or comparable task software, reliable internet and a private, secure workspace.
• Multiple-practice or multiple-site management is preferred. Experience managing GPs, psychiatrists and multidisciplinary allied-health teams is highly regarded.
• Applicants may be based anywhere; Australian practice-management experience is essential, but Australian nationality or residence is not required.

RESPONSIBILITIES

• Lead agreed day-to-day operations and support our administrative assistant.
• Run Halaxy billing and unpaid-invoice audits, follow up debts and arrange payment plans within policy.
• Process plan-manager remittances, prepare supplier payments and coordinate payroll checks with our bookkeeper.
• Maintain approved Halaxy fees, templates, booking settings and calendars.
• Keep compliance calendars and staff, contract and supplier registers current.
• Support clinician recruitment and onboarding.
• Document processes and work with our automation consultant to improve systems.
• Prepare financial and operational reporting, attend weekly operations meetings, and prepare and run a monthly business-development meeting.

HOURS AND ARRANGEMENTS

• 20 hours weekly: four hours each weekday, with part of each day overlapping 11am–4pm Melbourne local time, including daylight saving.
• Regular hours are agreed in advance. Meetings, reporting, preparation and training are included in the 20 hours. Extra hours require prior written agreement.
• Record work in Asana with outcomes, time spent and next actions.
• Provide a weekly written report of completed work, outstanding matters, risks and decisions needed.
• Raise urgent issues promptly. Invoice with itemised tasks and hours.
• All work is paid, with reviews at four and eight weeks and an initial four-week trial period.

RATE

• Independent contractor engagement. Australian applicants: AUD45–55 per hour depending on experience and assessment; an ABN is required for Australian contractors.
• Overseas rates and engagement terms are agreed separately.
• Start as soon as possible.

APPLICATION

• Please provide your CV and concise answers:
• How many years have you managed practices, and which Australian practices? Include dates, responsibilities, team sizes, sites and growth supported.
• Describe your own hands-on Halaxy, Australian psychology Medicare/MBS billing, NDIS and Xero experience. Distinguish management from general administration.
• Describe any GP, psychiatry or allied-health management experience.
• Which four-hour block can you work each weekday, overlapping 11am–4pm Melbourne time? Where will you work from?
• Give a fictional example of how you document work and outstanding decisions for a director. Do not share confidential employer or patient information.
• If Australian-based, do you hold an ABN?

Shortlisted applicants complete a paid 90-minute practical exercise using fictional practice information, followed by a structured interview and reference checks. The fee, instructions, permitted tools and adjustments are given in advance. Payment is made whether or not you receive an offer.

We welcome neurodivergent applicants. You may request an adjustment at any stage without disclosing a diagnosis.

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