Allied health private practices are essential for providing healthcare services to clients who aim to improve their well-being. But what’s under the hood? How do these practices operate, and what lies behind the scenes? If you’re considering starting your own private practice, understanding the inner workings of this business is crucial.

In this blog, we’ll offer an overview of how an allied health private practice operates, providing a brief look at each aspect of the business.


Client Appointments: The Foundation

The management of client appointments is the keystone of any allied health private practice. Here’s a glimpse of how it typically unfolds:

Scheduling: Clients use different communication avenues, such as phone calls, emails, or convenient online booking platforms like Cliniko or Power Diary, to request appointments. The booking can be handled either by the practitioner or the administrative staff, or it might be automatically scheduled if online booking is enabled.

Appointment confirmation: The practice’s commitment to its clients goes beyond just scheduling. Automated confirmation messages or reminders, whether via email or SMS, are sent to make sure clients never miss an appointment, promoting engagement and adherence to care plans.

Cancellations and reschedules: The practice handles changes to client appointments such as cancellations and reschedules. While emphasising flexibility, it’s common for many practices to apply a cancellation fee for short-notice cancellations.


Marketing Strategies: Attracting and Retaining Clients

Effective marketing is the lifeblood of a thriving practice. Here’s how these strategies typically take shape:

Online presence: Establishing a professional, informative website is essential. Practices optimise their online presence through SEO techniques, ensuring they shine brightly on search engine results pages.

Social media: Active engagement on social media platforms such as Facebook, Instagram, and LinkedIn creates a sense of community. It allows practices to share valuable content, interact with clients, and cultivate a loyal following.

Referral programs: Satisfied clients become brand advocates. Many practices encourage them to refer friends and family, if appropriate, leveraging the power of word-of-mouth recommendations.

Networking: Building relationships with fellow healthcare providers, educational institutions, and community organisations opens doors to a steady stream of referrals, fostering a collaborative healthcare ecosystem.


Referral Process: A Trusted Source of Clients

Referrals play a pivotal role in allied health practices. Here’s how this process typically unfolds:

Referring providers: Primary care general practitioners, specialists, educational institutions, and even word-of-mouth referrals from previous clients serve as vital sources of new clients.

Communication: Effective communication with referring providers is paramount. Secure messaging systems facilitate the seamless sharing of client information, ensuring coordinated care and delivering optimal outcomes.


Finances and Billing: The Financial Backbone

Sound financial management is the cornerstone of practice sustainability. Key aspects include:

Insurance verification: Confirming client insurance coverage is essential to determine whether services will be covered or if clients will need to pay out-of-pocket.

Billing and invoicing: Practice management software like Power Diary or specialised medical billing software streamlines the generation of invoices, tracks payments, and manages insurance claims.

Payment options: Providing various payment methods, from credit cards to cash and electronic funds transfers, caters to clients’ preferences, enhancing their overall experience.

Financial reporting: Accounting software like Xero can help generate regular financial reporting which keeps practice owners informed about revenue, expenses, and overall profitability.


Practice Management: Ensuring Efficiency

Efficient practice management is essential for smooth operations. Here’s how it’s typically approached:

Scheduling and workflow: Practice management software streamlines scheduling, client record management, and administrative tasks, optimising efficiency.

Compliance and regulations: Practitioners and/or practice managers ensure that the practice complies with healthcare regulations. They oversee training and implementation of privacy and security protocols, ensuring client data remains protected.

Policies and procedures: Well-defined policies and procedures set the standard for operational excellence, ensuring consistency and quality of care.


Admin Processes: The Behind-the-Scenes

Efficient administrative processes are the gears that keep the machine running. Administrative staff, including virtual receptionists when utilised, handle various tasks:

Client communication: Administrative staff manage client inquiries, schedule appointments, and send reminders, providing a seamless and positive client experience.

Record keeping: Meticulous maintenance of client records, whether physical or virtual, ensures operations remain organised and streamlined.

Billing support: Administrative staff assist clients with insurance-related queries, facilitating the billing process and reducing client stress.

Inventory management: In practices utilising medical supplies or equipment, administrative staff oversee inventory, ensuring essential items are readily available.


Forming a Team: Building the Right Ensemble

Building a team in an allied health private practice can take different forms:

Recruitment: The recruitment process involves identifying practice needs, setting budgets, creating job descriptions, and conducting interviews to bring in the right talent.

Hiring employees: Employing healthcare professionals as full-time or part-time staff members offers control over their schedules, training, and development.

Contractors: Collaborating with contractors provides flexibility, allowing practices to engage experts as needed, making it ideal for practices with variable caseloads.


Managing the Team: Nurturing Excellence

Effective team management is vital for a harmonious and efficient work environment:

Leadership: Practice owners or managers provide leadership, set goals, and ensure alignment with the practice’s mission and values.

Communication: Open and transparent communication through regular team meetings, one-on-one discussions, and feedback sessions fosters a culture of collaboration.

Performance cvaluation: Regular evaluation of team members based on performance metrics identifies areas for improvement and recognises outstanding contributions.

Professional development: Supporting the growth and development of team members through continued education opportunities ensures they stay at the forefront of their respective fields.

Conflict resolution: Addressing conflicts promptly and effectively maintains a positive work environment, ensuring seamless client care.


Well-structured and managed allied health private practices run like well-oiled machines. They smoothly handle client appointments, attract and retain clients with smart marketing, keep on top of their referral sources, manage finances with care, run an efficient ship with practice management, keep admin tasks hassle-free, build and lead talented teams, while always putting clients first. Together, these elements create a harmonious blend that can help deliver top-notch healthcare and keep everything running smoothly.

Ready to start your own private practice or want to learn more? Reach out to our private practice business coaches to discuss your vision.