Medical Administration Case Study

Case Study

Medical Administration

60% Increase in Customer Contact for Owner


A Speech Pathology clinic with 7 staff struggled with their day-to-day workload without any time to explore new business opportunities or for the owner to prioritise participants. Valenta’s resources streamlined their workflows and provided the owner with the opportunity to focus on more important activities.


  • 80% of Practice owner’s time allocated to day—to—day Practice administration
  • Owner was processing NDIS invoices once a month
  • Practice owner had no statistics or analytics on Practice performance besides the information provided by her Accountant once a year
  • Staff were sending weekly timesheets via excel which was time-consuming
  • Owner was processing the staff pay once a month and had to cross-check every timesheet
  • Practice owner was doing day—to—day bookkeeping
  • Practice was using an Accountant to do BAS lodgement’s
  • Practice wanted to establish an online presence
  • Practice was using Clinico as CRM


Valenta BPO provided one staff to take care of:

  • NDIS administration from preparing agreements to making service booking on the NDIS portal
  • NDIS invoice processing on a daily basis to boost business cash flow on a daily basis rather than a monthly basis
  • Day-to-day bookkeeping
  • Quarterly BAS preparation

60% Increase in Customer Contact for Owner

Other Solutions Included:

  • Practice owner now spends 20% of the time on day-to-day activities and 80% seeing participants
  • Setup and deployed a dashboard to provide the business owner with statistics on business performance
  • Created a system for the business to track key data and use it to grow their business
  • Created online forms for staff to complete timesheets after every appointment to eliminate a weekly manual timesheet
  • Developed a logo, website, and set up social media channels