Private Practice Setup

BUILD THE FOUNDATIONS FOR YOUR PRACTICE

Private Practice Setup

Starting a private practice involves more than securing consulting rooms and seeing patients. The right administrative systems, processes and documentation help create a professional, organised foundation from day one. Axiom Practice Partners can coordinate your practice setup from start to finish, helping bring the key administrative pieces together so you can focus on preparing to see patients.

Built for your type of practice

Surgical and physician practices run differently. We set each up accordingly.

For surgeons

Theatre list and hospital booking workflows for each private hospital you operate at
Informed Financial Consent templates for procedures, including assistant and anaesthetist fees
Arrangements with surgical assistants and anaesthetists
In-hospital billing set up through ECLIPSE and health fund gap arrangements
Pre-admission and post-operative patient communication

For physicians

Consulting session templates for new, review and telehealth appointments
Recall and review systems so patients return on schedule
Procedure list coordination for proceduralist physicians
Correspondence workflows so reports reach referring GPs promptly
Consultation and procedural billing configured to your item mix

What's included

Six workstreams, managed as one project. Exact inclusions are confirmed in your proposal and agreement before work begins.

REGISTRATIONS AND STRUCTURE

Provider numbers for each practice location
Medicare, DVA and ECLIPSE registrations
Health fund recognition and gap scheme set up
Coordination with your accountant on practice structure

SYSTEMS AND TECH

Practice Management Software (PMS) configuration (your choice)
Appointment types, session templates, and billing item mapping (MBS schedule)
Payment systems set up – including POS
Claiming and accounting integration with Xero
Secure email configuration for clinical correspondence
Cloud storage and document management folder structure
Microsoft 365 or Google Workspace setup for practice communications
Patient communication platform setup (SMS reminders, recall notifications)
Phone system with caller screen-pop

POLICIES AND COMPLIANCE

Privacy Policy drafted in compliance with the Privacy Act 1988 and Australian Privacy Principles
Medicare billing compliance checklist (Assignment of Benefit obligations, bulk billing compliance)
AHPRA advertising compliance review of all patient-facing documents
Document retention and records management protocol
WorkCover and DVA provider registration guidance
Consent, complaints and feedback processes
Patient forms and registration documents
A practice policy manual you own

ROOMS AND SUPPLIERS

Dedicated clinic location or sessional consulting rooms sourced
Fit-out and equipment coordinated
Supplier contracts reviewed and negotiated
Stationery and signage to your brand

BILLING FOUNDATIONS

Fee schedule designed with you
MBS item mapping for your services
Informed Financial Consent templates
Billing and claiming procedures documented

TEAM AND REFERRERS

Role design and recruitment support for your staff
Standard operating procedures and onboarding
Referrer introduction pack for local GPs
Referral pathways and templates set up

We can help prepare the administrative processes used to record payments and manage billing.

Assist with setting up billing and payment workflows within your chosen systems.
Help configure fee information and common billing items based on details supplied by the practice.
Coordinate payment-terminal or online payment setup where applicable.
Map out processes for invoices, receipts, outstanding accounts and payment reconciliation.

Patient registration and new-patient forms

Consistent registration processes help collect the information your practice needs before or during a patient’s first appointment.

Prepare or configure patient registration forms using information approved by the practice.
Organise new-patient information collection and administrative intake steps.
Help structure processes for recording contact details, referral information and relevant administrative documents.
Coordinate how forms are distributed, returned and stored within the agreed systems.
Help organise practice documents, forms and resources in a clear folder structure.
Create checklists for recurring setup and administrative tasks.
Help document key workflows so the practice has a consistent reference point.

Launch planning and handover

We help turn the setup tasks into a clear plan, with priorities and next steps that are easy to follow.

Prepare a setup checklist and track key actions and dependencies.
Coordinate information and access required from the doctor and relevant third parties.
Identify outstanding items before the intended launch date.
Provide a practical handover of agreed systems, templates and workflows.

A practical, tailored approach

Every practice is different. We’ll discuss your specialty, consulting locations, existing systems and preferred way of working, then agree the scope and priorities before work begins. Services are tailored to your needs, and not every item will be required for every practice.

Payment and billing setup

Our 5-Step Practice Management Process

01 Discovery Call & Strategy

We learn how you practise, where you operate or consult, and what you need in place.

02 Proposal and Agreement

A written plan with inclusions, timeline and flat fee, agreed before work begins.

03 Systems Implementation

Registrations, rooms, systems, billing and policies completed, with a weekly progress update.

04 Go Live

A test run of bookings and claims, then your first patients, with us alongside.

05 Axiom Takes It From Here

We take care of your clinic operations under your brand so you can focus on your patients.

Ready to get started?

If you’re spending too much time on administration, let’s talk about the tasks you’d like to delegate. We’ll discuss your current workflow and shape an ongoing support arrangement around your practice.

book A Discovery Call

BUILD THE FOUNDATIONS FOR YOUR PRACTICE

Private Practice Setup

Built for your type of practice

Surgical and physician practices run differently. We set each up accordingly.

For surgeons

Theatre list and hospital booking workflows for each private hospital you operate at

Informed Financial Consent templates for procedures, including assistant and anaesthetist fees

Arrangements with surgical assistants and anaesthetists

In-hospital billing set up through ECLIPSE and health fund gap arrangements

Pre-admission and post-operative patient communication

For physicians

Consulting session templates for new, review and telehealth appointments

Recall and review systems so patients return on schedule

Procedure list coordination for proceduralist physicians

Correspondence workflows so reports reach referring GPs promptly

Consultation and procedural billing configured to your item mix

What's included

Six workstreams, managed as one project. Exact inclusions are confirmed in your proposal and agreement before work begins.

REGISTRATIONS AND STRUCTURE

Provider numbers for each practice location

Medicare, DVA and ECLIPSE registrations

Health fund recognition and gap scheme set up

Coordination with your accountant on practice structure

SYSTEMS AND TECH

Practice Management Software (PMS) configuration (your choice)

Appointment types, session templates, and billing item mapping (MBS schedule)

Payment systems set up – including POS

Claiming and accounting integration with Xero

Secure email configuration for clinical correspondence

Cloud storage and document management folder structure

Microsoft 365 or Google Workspace setup for practice communications

Patient communication platform setup (SMS reminders, recall notifications)

Phone system with caller screen-pop​

POLICIES AND COMPLIANCE

Privacy Policy drafted in compliance with the Privacy Act 1988 and Australian Privacy Principles

Medicare billing compliance checklist (Assignment of Benefit obligations, bulk billing compliance)

AHPRA advertising compliance review of all patient-facing documents

Document retention and records management protocol

WorkCover and DVA provider registration guidance

Consent, complaints and feedback processes

Patient forms and registration documents

A practice policy manual you own​

ROOMS AND SUPPLIERS

Dedicated clinic location or sessional consulting rooms sourced

Fit-out and equipment coordinated

Supplier contracts reviewed and negotiated

Stationery and signage to your brand

BILLING FOUNDATIONS

Fee schedule designed with you

MBS item mapping for your services

Informed Financial Consent templates

Billing and claiming procedures documented

TEAM AND REFERRERS

Role design and recruitment support for your staff

Standard operating procedures and onboarding

Referrer introduction pack for local GPs

Referral pathways and templates set up​

We can help prepare the administrative processes used to record payments and manage billing.

Assist with setting up billing and payment workflows within your chosen systems.

Help configure fee information and common billing items based on details supplied by the practice.

Coordinate payment-terminal or online payment setup where applicable.

Map out processes for invoices, receipts, outstanding accounts and payment reconciliation.

Patient registration and new-patient forms

Consistent registration processes help collect the information your practice needs before or during a patient’s first appointment.

Prepare or configure patient registration forms using information approved by the practice.

Organise new-patient information collection and administrative intake steps.

Help structure processes for recording contact details, referral information and relevant administrative documents.

Coordinate how forms are distributed, returned and stored within the agreed systems.

Help organise practice documents, forms and resources in a clear folder structure.

Create checklists for recurring setup and administrative tasks.

Help document key workflows so the practice has a consistent reference point.

Launch planning and handover

We help turn the setup tasks into a clear plan, with priorities and next steps that are easy to follow.

​

Prepare a setup checklist and track key actions and dependencies.

Coordinate information and access required from the doctor and relevant third parties.

Identify outstanding items before the intended launch date.

Provide a practical handover of agreed systems, templates and workflows.

A practical, tailored approach

Every practice is different. We’ll discuss your specialty, consulting locations, existing systems and preferred way of working, then agree the scope and priorities before work begins. Services are tailored to your needs, and not every item will be required for every practice.

Phone system with caller screen-pop

A practice policy manual you own

Referral pathways and templates set up