Senior Practice Manager (Clinical Operations) | Contractor | Remote (Australia)

About Nourishing Minds Psychiatry

Nourishing Minds Psychiatry is an integrative telepsychiatry practice offering comprehensive mental health care to adults. Led by the principal psychiatrist, the practice combines traditional psychiatric treatments with holistic approaches, including clinical assessments, functional testing, personalised supplementation, and guidance on therapy and lifestyle changes. The focus is on delivering individualised care to help patients achieve greater balance, clarity, and well-being.

About the Role

The practice is seeking an experienced Senior Practice Manager (Clinical Operations) to manage and optimise clinical administrative and operational processes.

This senior role offers substantial autonomy, combining hands-on administration with operational leadership. You will be responsible for overseeing clinical operations, optimising workflows, and implementing system improvements while ensuring high standards of efficiency and patient care.

The position is fully remote (Australia-based), with minimal supervision, and requires a professional capable of independently managing the practice's operations.

This opportunity is ideal for an experienced professional with a background in healthcare or mental health settings, looking to lead and shape the clinical administration and operational functions in a telehealth-based psychiatry practice.

Practical Details

1. Contractor role – Fully remote (Australia-based)
2. Availability during Sydney (AEST/AEDT) business hours
3. Immediate start available
4. Ongoing engagement with scope for evolving responsibilities

Eligibility to Apply (Essential)

1. 3+ years of senior experience in clinical operations, practice management, or healthcare administration.
2. At least 3 years of relevant experience in mental health or psychiatry, demonstrating a strong understanding of clinical protocols, governance, confidentiality, and medico-legal standards.
3. Proven ability to prepare high-quality clinical correspondence and documentation for clinician sign-off, requiring minimal revisions.
4. Advanced, hands-on experience with Xestro, including workflow optimisation and task management.
5. Ability to work independently and make sound operational decisions with minimal oversight.
6. Exceptional attention to detail and accuracy in a regulated healthcare environment.
7. Strong written and verbal communication skills, especially in clinical situations.
8. Established remote work setup (within Australia), with necessary systems and privacy controls.
9. Operates as an independent contractor with an ABN.
10. Availability during Sydney business hours (AEST/AEDT).
11. This role is not suited for individuals who require close supervision, task-by-task direction, or those who prefer a highly reactive, fast-paced work environment.

Role Expectations

This senior role requires both hands-on administration and strategic operational leadership. The ideal candidate will bring a grounded, compassionate approach to operational work, with a deep respect for the emotional and cognitive load carried within mental health settings. Key responsibilities include:

Clinical Operations & Administration

1. End-to-end responsibility for clinical administration and documentation.
2. Independently triage and manage clinical administrative matters with sound judgement.
3. Anticipate and address operational needs to ensure all clinical administrative work is completed accurately, safely, and within required timeframes.
4. Maintain high standards of confidentiality, governance, and professionalism.

Clinical Correspondence & Documentation

1. Prepare clinician-ready correspondence and documentation for direct sign-off.
2. Ensure all work is highly accurate, complete, and aligned with documentation standards.
3. The clinician's role is to perform the final review and sign-off, not to co-draft or make iterative revisions.

Systems, Workflow & Accountability

1. Use Xestro as the core practice management system to support operational efficiency.
2. Continuously improve workflows, task handling, and SOPs to enhance practice efficiency.
3. Take proactive measures to protect clinician time, ensuring efficient filtering, delegation, and task management.
4. Serve as the primary operational point between the clinician and virtual administrative support.

The Opportunity

This role offers the chance to work in a high-trust clinical environment, where your operational expertise will be respected and relied upon. You will have clear authority and responsibility, drive operational efficiency and improve practice systems while making key decisions that shape the practice's success.

Ideal for experienced practice or operations managers with a healthcare background, this role provides autonomy, clear boundaries, and increased responsibility. You will play a key role in enhancing the efficiency of clinical operations and ensuring high-quality patient care.

This role is well-suited for professionals who value clarity and autonomy in their work and thrive in an environment with fewer layers of management and streamlined decision-making. The practice emphasises quality, efficiency, and sustainability, focusing on proactive, thoughtful administration over micromanagement.

In this role, you will be recognised for your expertise and have the chance to make a significant impact in a practice that prioritises precision and safety, with opportunities to play a key role in its continued development and positive outcomes.

How to Apply

Please submit a single application consisting of:

1. Cover letter addressing the sections below
2. Resume

Cover Letter - Required Content

Please structure your cover letter using the following headings and respond in clear dot points:

1. Professional Background

1. Summarise your experience in clinical operations, practice management, or healthcare administration.
2. Highlight the clinical environments you've worked in (e.g., psychiatry, psychology, general practice, allied health)

2. Systems & Operational Judgement

1. Provide an example of an operational issue you identified and addressed using Xestro.
2. Describe the improvements you implemented and how they optimised workflows or systems.

3. Autonomy & Escalation Boundaries

1. How do you decide when to escalate an issue and when to manage it independently?
2. Share an example that demonstrates your sound judgment and ability to set clear boundaries in a clinical setting.

4. Clinical Documentation Standards

1. Describe your experience preparing clinician-ready documentation for sign-off.
2. How do you ensure accuracy, completeness, and alignment with documentation standards, requiring minimal revisions?

5. AI-Supported Documentation

1. Share your experience using AI transcription or documentation tools.
2. How do you refine AI-generated content to meet clinical and professional standards?

6. Working Style

1. What aspects of working independently and managing operations suit you best?
2. What challenges do you encounter when working autonomously, and how do you manage them?

7. Practical Details

1. Availability during Sydney business hours (AEST/AEDT).
2. Preferred hourly rate.
3. Senior experience in healthcare or mental health operations (Yes / No).
4. Confidence using Xestro (Very confident / Confident / Limited / None).
5. Established remote work setup within Australia (Yes / No).
6. Operates as an independent contractor with an ABN (Yes / No).

Important

Applications that do not include a cover letter addressing all sections above, together with a resume, will not be progressed.