Practice Manager - Newcastle

SUMMARY:
Our client is looking for a Practice Manager to oversee the day-to-day operations of their busy practice

POSITION INFO:
Job Specification
Leadership & Team Management

• Provide strong leadership, ensuring staff adherence to policies, procedures, and best practices
• Manage, mentor, and support the team while maintaining professional boundaries while reinforcing ethical and professional standards
• Promote a professional, cohesive, and efficient work environment
• Encourage a culture of accountability and continuous improvement
• Oversee leave management

• Oversee day-to-day operations of the practice, ensuring efficiency in patient flow and service delivery.
• Enforce policies related to scheduling, record-keeping, and patient confidentiality
• Ensure compliance with healthcare regulations and legal requirements
• Identify areas for operational improvements and implement solutions proactively

• Manage practice budgets, financial reporting, and expense control
• Oversee billing, medical aid claims, and debt collection processes
• Ensure proper maintenance of medical records and adherence to data protection laws
• Develop and monitor key performance indicators to enhance efficiency and profitability

• Maintain high levels of patient satisfaction through structured feedback and service improvement strategies
• Handle patient complaints professionally and ensure resolution within appropriate timelines
• Ensure the practice delivers compassionate and high-quality care to all patients

• Oversee the use of medical practice management software and electronic health records systems
• Ensure staff is trained in the effective use of technology to streamline processes
• Identify and implement digital solutions to enhance operational efficiency

• Month-end processes, including financial reconciliation and reporting
• Liaise with contractors such as hospital technical departments, IT specialists, and suppliers
• Ensure the proper maintenance and cleanliness of the practice environment
• Assist in marketing initiatives and professional networking to promote the practice

• Maintain the issue logbook for all messages and matters that arise on a daily basis
• Phone, email or sms patients with feedback from doctor regarding messages left
• Manage diary – booking patient appointments, communicate billing policy to all new patients
• Check that all patient details on file are still up to date and obtain new details if relevant
• Contacting other doctor’s obtain notes and referral letters if needed for a patient’s visit
• Oversee that patients get the relevant information and forms needed when they need to be hospitalised
• Hospital admissions

• Oversee that bureau to collect debt – assist with any admin, authorisations 
• Oversee the follow-up on outstanding money with patients at time of appointment to ensure that no longer than 30 days outstanding
• Collect and administer the cash payments receipted
• Maintain Petty Cash

• Supervises the hygiene personnel in ensuring examination room and doctor’s office are all neat, tidy, and clean
• Collects and file all leave forms for the clinical and administration team
• General office admin, such as scanning, making copies and anything else that forms day-to-day general office life
• Oversees order of medical supplies at the practice