Rehabilitation Day programme scheduling officer

About the role

The Day Program Scheduling Officer is responsible for the day-to-day scheduling and coordination of patient appointments across the hospital's day rehabilitation programs, including neurological, orthopaedic, and hydrotherapy streams. The role is the central point of contact for patients, families, referrers and clinicians in relation to health fund compliance and program bookings. It builds and maintains clinician timetables, allocates patients to group and individual therapy sessions in line with their agreed care plans, using clinical knowledge and experience to support appropriate patient placement, program flow, and the optimisation of therapeutic outcomes. The role manages waitlists and cancellations and ensures program occupancy and clinician utilisation targets are met. The position underpins a seamless patient journey from referral and admission through to program completion and discharge.

Key responsibilities

• Build, publish and maintain weekly and monthly day program timetables across all therapy streams, balancing clinician availability, room and gym capacity, hydrotherapy pool access and equipment requirements.
• Schedule individual and group therapy appointments in accordance with each patient's agreed care plan, approved session allocation and funding entitlement.
• Coordinate initial assessments, mid-program reviews and discharge assessments with the treating team.
• Adjust schedules in response to clinician leave, sick leave, patient cancellations and acute clinical changes, minimising disruption to patients and lost clinical hours.
• Act as the first point of contact for day program enquiries by telephone, email and in person, responding in a warm, professional and patient-centred manner.
• Confirm appointments and send reminders in accordance with hospital procedure; follow up non-attendance and repeated cancellations and escalate to the treating clinician where clinically relevant.
• Receive and triage incoming referrals, ensuring all required clinical and administrative documentation is complete before scheduling.
• Liaise with private health insurers, icare, the Department of Veterans' Affairs, workers compensation insurers, NDIS plan managers and self-funded patients to obtain and record eligibility, approvals and approved session numbers prior to commencement.
• Enter and maintain accurate patient, appointment and activity data in the hospital patient administration system and electronic medical record.
• Produce reports on referrals, admissions, occupancy, clinician utilisation, did-not-attend rates and program completions as directed for the Allied Health Manager, Wyvern Executive or Administration team.

About you

• Strong clinical background in the rehabilitation/allied health specialty
• Prior experience in Day Program scheduling, funding checks and VMO liaison.
• Demonstrated experience in appointment scheduling, bookings or clinical administration within a hospital, day hospital, allied health or medical practice setting.
• Strong organisational and prioritisation skills, with proven ability to manage competing demands and frequent schedule changes in a fast-paced environment.
• Excellent interpersonal and communication skills, with a genuine, empathetic approach to patients living with disability, chronic conditions or the effects of injury.
• High level of accuracy and attention to detail in data entry and record keeping.
• Competence with patient administration systems, electronic medical records and the Microsoft Office suite, particularly Excel and Outlook.
• Understanding of patient privacy and confidentiality obligations, including the Privacy Act 1988 (Cth) and the Health Records and Information Privacy Act 2002 (NSW).
• Ability to work autonomously and collaboratively within a multidisciplinary team.
• Current National Police Check (or willingness to obtain), and compliance with the hospital's immunisation requirements.

About us

Wyvern Health's mission is Care without Compromise. This foundation informs our approach to every aspect of Wyvern Private Hospital, including how we care for our patients, our staff, the community, and the natural environment. Care without Compromise is enshrined in the need for us to 'walk in another's shoes'; to take the time to learn about others; and to always strive to give that little bit more regardless of our role or position. It is supported by our values of teamwork, respect, integrity, and accountability.