Practice Operational Manager

Max and Beresford Orthodontists and Associates Limited; Auckland; On-site; NZD 41,000 - 49,000; Full time

Job summary

Max & Beresford Orthodontists and Associates Limited in Auckland is seeking a Practice Operational Manager to oversee daily clinic administration, staffing and workflow. The role focuses on efficient service delivery, compliance with OHS and privacy laws, and supporting both the patient side and the clinical team.

The successful candidate will have a NZ-relevant business qualification, management experience in health services, proficiency in Office and Dolphin software, and excellent

Qualifications

• Tertiary qualification at Diploma level or higher in business (NZ-recognised).
• At least 6 months of management experience in health or clinic services in NZ.
• Proficiency with Microsoft Office and ability to learn Dolphin practice software.
• Excellent verbal and written communication skills.
• Strong organisational and time management abilities.
• Ability to maintain confidentiality and handle sensitive patient information.

Responsibilities

• Plan, implement and review clinic operations to ensure efficient, high-quality patient service.
• Allocate work to hygienists, clinicians and specialists while considering space and equipment.
• Manage records, bookings, invoicing and payments for accuracy.
• Update the Dolphin system and keep patient and clinician details current.
• Coordinate recruitment, training, supervision, and performance reviews.
• Respond to patient feedback and social media inquiries in a timely manner.
• Ensure compliance with OHS standards and privacy laws.

Skills

Verbal and written communication

Organisational skills

Time management

Problem solving

Attention to detail

Interpersonal skills

Education

Diploma or higher in business (NZ-recognised)

Tools

Microsoft Office Suite

Dolphin practice management software

Job description

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Max and Beresford Orthodontists and Associates Limited – Auckland, North Island

Company: MAX & BERESFORD ORTHODONTISTS AND ASSOCIATES LIMITED

Location: Auckland

Position: Practice Operational Manager

Term: Permanent full-time position

Wage: $30-$35.50 per hour

Hours of work: Minimum 30 hours equivalent per week Mondays to Fridays.

The practice provides patient centered service with a high expectation of service delivery, currently looking for an operational practice manager with previous experience in the field, for a better control and organization of the practice administrative system, including staffing and personnel shift, to ensure a smooth and an efficient operation of our practice whilst supporting both patients side and the clinical team. A suitable candidate will need to ensure great compliance with occupational health and safety regulations and be certain the work carried out complies with any relevant government legislation, policies and procedures.

Requirements:

A tertiary qualification at a Diploma level or higher, need to be recognised and being equivalent to a New Zealand qualification in business field, and at least 6 months management experience in health and clinic services in New Zealand.

Or have at least a 2-year relevant New Zealand based management working experience in health and clinic services.

Proficiency in Microsoft Office Suite and being able to learn and use the practice management software Dolphin.

Excellent verbal and written communication skills.

Strong organisational and time management skills, capable of prioritising multiple tasks in a fast-paced environment.

Strong capability in problem-solving and decision-making.

High level of attention to details and accuracy in administrative and financial tasks.

Ability to maintain confidentiality and handle sensitive patient information in accordance with privacy legislation.

A professional, patient-focused approach with excellent interpersonal skills.

Knowledge of New Zealand workplace health and safety requirements and employment practices will have advantage.

Duties and responsibilities:

Contributing to the planning, implementation and review of clinic operations and office services, setting priorities and service standards to ensure efficiency and professional patient service delivery.

Allocating and managing work to hygienists, clinicians and specialists by taking into account of workspace and equipment, to support smooth day-to-day operations, monitoring the work performance of staff.

Managing the clinic's records, accounts, patient bookings, invoicing and payment systems to ensure accuracy and efficiency.

Updating the Dolphin system, ensure patients contact details are updated timely and clinicians' information is up to date.

Liaising with service providers, suppliers and patients to address their concerns and bring the feedback in a timely manner to the clinicians, staff and director.

Ensuring that clinical equipment and supplies are properly maintained and replenished as required.

Ensuring compliance with occupational health and safety (OHS) standards and maintaining a safe, hygienic and organized work environment.

Ensuring all administrative processes comply with relevant government legislation, data privacy laws and workplace policies.

Coordinating personnel functions such as recruitment, training and supervision, performance assessment and review.

Overseeing patient reviews on public media, responding to questions in social media in a timely manner.

Applicants for this position should have NZ residency or a valid NZ work visa