Practice Manager

Prahran Square Family Clinic; City of Melbourne; On-site; AUD 40,000 - 70,000; Part time

Benefits offered by this job

Flexible part-time hours

Professional development opportunities

Competitive remuneration

Job summary

Prahran Square Family Clinic in Melbourne seeks a part-time Practice Manager to lead reception, day-to-day operations and financial administration. You will work with the clinical team to enhance practice performance and patient experience, ensuring regulatory compliance and efficient systems.

The role emphasises strategic oversight, stakeholder communication and a proactive approach to improvements in a private general practice setting.

Qualifications

• Proven experience as a Practice Manager or similar admin leadership role in healthcare.
• Strong knowledge of Australian healthcare operations, privacy, and regulations.
• Excellent organizational and time-management skills; can prioritise multiple tasks.
• Experience in staff management, recruitment and team development.
• Proficiency with practice management software (Best Practice) and EHR; Excel skills.

Responsibilities

• Handle reception and patient queries, messages and inquiries.
• Oversee day-to-day operations including scheduling, facilities and resource allocation.
• Manage clinic finances: budgeting, billing, accounts payable/receivable and invoicing.
• Ensure compliance with healthcare regulations and privacy policies.
• Implement and maintain efficient patient management and EHR systems.
• Develop strategies to improve efficiency, patient satisfaction and profitability.
• Manage vendor relationships and negotiate contracts for supplies and equipment.
• Coordinate with clinical staff for smooth workflow and patient care.

Skills

Organization

Staff management

Communication

Budgeting

Operations oversight

Patient service

Education

Practice management certification

Tools

Best Practice

Electronic Health Records

Excel

Job description

Prahran Square Family Clinic is a modern private general practice located in the heart of Prahran.

Our clinic offers a comprehensive range of general medical services, with a strong focus on preventative healthcare, ongoing wellbeing and personalised treatment.

We are seeking an experienced Practice Manager to join Prahran Square Family Clinic on a part-time basis. This job involves working at reception, oversee the day-to-day operations, financial administration, and patient services. This role is essential to ensuring our clinic operates efficiently whilst maintaining the high standards of care and service our patients expect. You will work collaboratively with our clinical team and take a strategic approach to enhancing practice performance and patient experience.

Key Responsibilities:

• Handling incoming phone calls, directing them when necessary and taking messages within the established guidelines
• Answering general queries in person, by telephone, or email
• Oversee and manage the day-to-day operations of the medical practice, including scheduling, facilities management, and resource allocation
• Manage practice finances, including budgeting, billing, accounts payable and receivable, and invoice practitioners and others.
• Ensure compliance with healthcare regulations, privacy laws and practice policies
• Implement and maintain efficient patient management systems and electronic health record (EHR) systems
• Develop and implement strategies to improve operational efficiency, patient satisfaction, and practice profitability
• Manage vendor relationships and negotiate contracts for supplies, services, and equipment
• Coordinate with clinical staff to ensure smooth workflow and optimal patient care delivery
• Handle patient inquiries, complaints, and feedback professionally and promptly

What We Are Looking For:

• Proven experience as a Practice Manager or similar administrative leadership role within a healthcare setting, preferably in a general practice or medical industry.
• Strong knowledge of medical practice operations, healthcare compliance, and privacy regulations relevant to Australian healthcare
• Excellent organizational and time management skills with the ability to prioritize multiple tasks effectively
• Demonstrated experience in staff management, recruitment, and team development
• Proficiency with practice management software (Best Practice), electronic health records and Excel.
• Strong understanding of financial management and experience with budgeting, billing, and financial reporting in a healthcare environment
• Excellent communication and interpersonal skills with the ability to interact professionally with clinical staff, patients, and external stakeholders
• Problem-solving ability and a proactive approach to identifying and implementing improvements
• Certification or qualification in practice management or healthcare administration is highly desirable
• Current knowledge of Medicare, private health insurance billing, and relevant healthcare legislation in Victoria

What We Offer:

• At Prahran Square Family Clinic, we recognize the importance of work-life balance and employee wellbeing.
• This part-time position offers flexibility to support your personal and professional development. We provide a supportive and collaborative work environment where your contributions are valued and recognised.
• Our team benefits from ongoing professional development opportunities, access to quality training resources, and a culture that promotes continuous learning.
• We offer competitive remuneration commensurate with experience and qualifications, and we are committed to providing a workplace where all team members can thrive and grow.
• We welcome conversations about how we can support your individual needs and any adjustments required to help you succeed in this role.