Daily/Weekly Rhythm

✅ Daily Admin Schedule – A rough guide

🕘 9:00 AM – Morning Startup

• Check Cliniko calendar (including student/EP calendars)

• Review Slack messages – action any important updates or clinician notes

• Rebook + take payments for 8am clients

• Check emails: action or file in the correct folder

• Open Asana and review tasks

• Turn on humidifier
  
  

✅ Suggestion:
Add "Pin Slack note in Asana" if a call or task needs follow-up later in the day/week.

🕙 10:00 AM – Mid-Morning Setup

• Prep for new clients:

  • Check online form has been submitted

  • Contact Form ready (printed if they haven't completed online form)

  • Attach relevant docs (e.g. WorkCover certs, EPCs, NDIS)

  • Funding entered in Cliniko
    
    

• Review today’s schedule:

  • Check if any clients need additional bookings (aim for min 3–4 appointments booked)

• Check Birthday Report — add sticky note to desk or message clinician
  
  

✅ Suggestion:
Add "Flag for birthday social post" if client gives permission.

🕥 10:30 AM – 15min Tea Break

🕚 11:00 AM – Comms & Mail

• Check Facebook & Instagram DMs (via Meta Business Suite)

• Check Facebook messages – even if marked "read"

• Reply or escalate to clinician if needed

• Post letters (if any)
  
  

✅ Suggestion:
Add "track letters posted" in Asana if it’s WorkCover, DVA, or other important mail.

🕛 12:00 PM – Catch-up Block

• Quick desk tidy / water refill / email check

• Prep for clinician transitions or handovers

• Cross check pre settlement with cliniko daily payments
  
  

🕐 1:00 or 1:30 PM – Lunch Break (30min)

🕒 3:00 PM – Next Day Prep

• Re-check New Client Forms for tomorrow

• Flag any missing info / resend reminder if form not submitted

• Ensure funding is added in Cliniko and docs uploaded
  
  

✅ Suggestion:
Add “Review student bookings” to ensure they have adequate supervision time if relevant

🕓 4:00 PM – Afternoon Wrap

• Check water filter

• Restock bathroom supplies (toilet paper, soap, hand towels, etc.)

• Empty small bathroom and kitchen bins

• Confirm invoices sent for all appointments
  
  

🕟 4:30 PM or After Last Client – Close Down

• Run daily payment report in Cliniko

• Cross-check pre-settlement and staple with payment report

• Tidy desk: charge phone, put away notebook

• Vacuum & mop gym, consult room, reception if needed

• Turn off lights, close blinds, lock doors etc
  
  

✅ Suggestion:
Add "final client follow-up reminders" for the day (SMS, Asana notes, etc.)

📅 Weekly Admin Tasks

Monday

• Check weekend emails/Drift messages

• Process any online forms submitted over the weekend

• Confirm all Monday funding setups are complete
  
  

Tuesday

• No fixed admin task (can be flex or catch-up day)
  
  

✅ Suggestion:
Use as "Asana maintenance + low priority task day"

Wednesday

• Water plants

• Restock management plans in consult room

• Charge all equipment (refer to Asana checklist)
  
  

Thursday

• Take red bin out (every second Thursday)

• Optional: mid-week room reset (tidy consult room & gym)
  
  

✅ Suggestion:
Add “Check printer ink/paper” once a fortnight

Friday

• Run “No Future Appointments” report

• Call all initial clients for next week (if no answer, try again in PM)

• Charge all equipment

• Empty bins (desk, kitchen, consult, bathroom)

• Optional: check socials are ready to go for weekend (if posting)
  
  

✅ Suggestion:
Send “reminder emails” for early Monday clients if needed