Virtual Admin for Specialist Clinics in New Zealand
I support specialist practices with referrals, scheduling, inbox coordination and follow-up so clinicians can protect clinic time and keep patients moving through the pathway smoothly.
Schedule a free consultationSupport for busy specialist workflows
Specialist clinics often manage high volumes of referrals, complex appointment sequencing, and frequent communication with GPs and patients. This service is designed to reduce admin pressure while keeping processes consistent.
Referral coordination
Help with referral tracking, document organisation, and communications so nothing sits unactioned.
- Referral logging and tracking
- Basic triage organisation based on your rules
- Correspondence preparation and filing
Scheduling support
Structured booking and diary management for procedures, follow-ups, and multi-step appointments.
- Booking and rescheduling
- Waitlist management
- Confirmations and reminders
Inbox and patient communication
Inbox triage, routine responses, and clear escalation so clinicians see what matters first.
- Inbox sorting and prioritisation
- Routine patient updates and follow-up
- Escalation to the right person
Where specialist clinics lose time
The issues are usually not your systems. It is the volume and the interruption pattern. These are the pressure points I help reduce.
Referral backlog
Referrals arrive through multiple channels and build up quickly without consistent tracking.
Referrals are received but not confirmed, and patients call repeatedly for updates.
Complex booking sequences
Procedures, imaging, follow-ups and review appointments create sequencing issues if the diary is not actively managed.
Appointments are booked, but the required prep and timing rules are not consistently applied.
Inbox overload
Messages that look urgent are mixed with admin requests, creating delays and missed priorities.
Clinicians spend evenings sorting emails instead of focusing on clinical work and recovery time.
How we get started
The goal is a stable and predictable workflow. We start small, document what works, and then expand support where it makes sense.
Consultation
We review your current workload, systems, and the admin tasks that consume the most time.
Onboarding
We set access, scripts, workflows and escalation rules so tasks can be handled consistently.
Delivery and review
Ongoing delivery with regular check-ins to refine the workflow and protect service quality.
Want to reduce admin pressure in your clinic?
If your clinic needs structured support with referrals, scheduling and communication, a short call will clarify what support would make the biggest difference.
Schedule a free consultation