Practice Manager

Avant; City of Melbourne; On-site; AUD 110,000 - 160,000; Full time

Job summary

Berwick Colorectal & Surgical Specialists is seeking a Practice Manager to lead the strategic and operational direction of the practice. You will oversee administrative, financial, and HR functions, ensuring governance, patient experience, and financial performance meet high standards.

You will optimize workflows within Genie/Gentu PMS, manage billing configurations in Eclipse, and coordinate between clinical, reception and external stakeholders while maintaining compliance and continuous

Qualifications

• Experience in medical or specialist practice management.
• Knowledge of medical billing, including Medicare, private health funds, WorkCover and TAC.
• Experience in staff management: rostering, onboarding, and performance management.
• Strong financial acumen with EOM reporting, banking and budget management.
• Ability to develop policies, procedures and SOPs.
• Excellent communication skills with clinicians and staff.
• Strong organisational skills and attention to detail.

Responsibilities

• Provide strategic and operational leadership of the practice.
• Oversee administrative, financial and HR functions to maintain governance standards.
• Optimize workflows and systems in Genie/Gentu PMS.
• Manage front reception operations and provide reception cover.
• Ensure compliant billing and reconciliations across Eclipse and other systems.
• Monitor KPIs across administrative and operational roles.

Skills

Medical practice management

Leadership

Billing & Finance

Staff management

Governance & compliance

Education

Bachelor’s degree in Health Administration

Tools

Genie/Gentu PMS

Eclipse billing system

Job description

The Practice Manager is responsible for the strategic and operational leadership of Berwick Colorectal & Surgical Specialists. This role oversees all administrative, financial, and human resource functions of the practice - ensuring systems are efficient and compliant, staff are well-supported, and the practice operates to the highest standards of governance, patient experience, and financial performance. The Practice Manager is the primary point of accountability for practice-wide policy, procedure, and continuous improvement.

Key responsibilities

Assist Directors in strategic planning activities, including providing operational insights and data-driven recommendations, identifying opportunities for efficiency improvements and service optimisation, and supporting planning initiatives relating to workforce, workflow, and business growth

Review, update, and continuously improve systems and workflows within Genie/Gentu PMS to maximise efficiency and accuracy

Manage Genie/Gentu configuration including templates, appointment types, user access, and task management settings

Identify system gaps and implement solutions that streamline administrative and clinical workflows

Liaise with Magentus support as required for system troubleshooting, updates, and new feature adoption

Maintain and improve digital filing structures and document management practices within the PMS

Co-ordinate front reception operations and provide reception cover as required

Manage administrative coordination between clinical, reception, and external stakeholders

Oversee accurate and compliant billing, receipting, and configuration management in Eclipse, including troubleshooting and multi practitioner allocations

Manage EOD/EOM audits, banking, reconciliations, and financial reporting to bookkeeper and each director

Monitor debtors, follow up outstanding/rejected claims, aged debt, and unmatched banking transactions

Ensure compliance with Medicare, private health funds, WorkCover, and TAC billing requirements

Manage inpatient and surgical billing for all surgeons, including high volume cycles, PRODA verification, hospital liaison, and gap payment confirmation

Process refunds, cash and cheque receipts, and ensure secure, accurate reconciliation across all billing systems

Manage end-to-end orientation and induction processes for new staff and consultants

Develop, maintain, and update staff contracts in line with practice requirements and applicable awards

Manage staff rosters and timesheets, including leave management and cover arrangements

Facilitate and manage staff and business meetings, including preparation of agendas and minutes

Support recruitment, onboarding, and performance management processes

Monitor and track individual and team Key Performance Indicators (KPIs) across all administrative and operational roles

About you

Demonstrated experience in medical or specialist practice management

Sound knowledge of medical billing, including Medicare, private health funds, WorkCover, and TAC

Proven experience in staff management, including rostering, onboarding, and performance management

Strong financial acumen, including experience with EOM reporting, banking, and budget management

Demonstrated ability to develop and implement policies, procedures, and SOPs

Excellent written and verbal communication skills with the ability to engage effectively with clinicians, staff, and external stakeholders

Strong organisational skills with the ability to manage competing priorities in a fast-paced environment

High attention to detail and commitment to accuracy across all administrative functions

Experience in a specialist medical practice (desirable)