Practice Manager - Newcastle

Responsibilities:

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

Operational Management:

1. Oversee day-to-day operations of the practice, ensuring efficiency in patient flow and service delivery.
2. Enforce policies related to scheduling, record-keeping, and patient confidentiality.
3. Ensure compliance with healthcare regulations and legal requirements.
4. Identify areas for operational improvements and implement solutions proactively.
5. Manage practice budgets, financial reporting, and expense control.
6. Oversee billing, medical aid claims, and debt collection processes.
7. Ensure proper maintenance of medical records and adherence to data protection laws.
8. Develop and monitor key performance indicators to enhance efficiency and profitability.

Patient Experience & Service Quality:

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

IT & Systems Management:

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

Other Duties:

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

Reception:

1. Maintain the issue logbook for all messages and matters that arise on a daily basis.
2. Phone, email, or SMS patients with feedback from the doctor regarding messages left.
3. Manage diary booking patient appointments and communicate billing policy to all new patients.
4. Check that all patient details on file are still up to date and obtain new details if relevant.
5. Contact other doctors to obtain notes and referral letters if needed for a patient's visit.
6. Oversee that patients get the relevant information and forms needed when they need to be hospitalized.

Accounts:

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

General:

1. Supervise the hygiene personnel in ensuring examination room and doctor's office are all neat, tidy, and clean.
2. Collect and file all leave forms for the clinical and administration team.
3. General office admin, such as scanning, making copies, and anything else that forms day-to-day general office life.
4. Oversee order of medical supplies at the practice.

Minimum Requirements:

1. Grade 12.
2. Certificate in Office Administration or similar.
3. Experience or qualification in medical reception.
4. Previous experience in running a doctor's practice.
5. Ability to multitask and work under pressure.
6. Good organisational skills.
7. Strong IT Skills - specifically in medical management IT software.
8. Excellent Communication Skills (written and spoken).
9. Fluent in English and Afrikaans.
10. Own transport and driver's license is a requirement.
11. Highly professional and presentable.
12. Clear credit and criminal record.

Kindly note that by submitting your application for this career opportunity, you agree that Guardian Recruiting may use your application for the purpose of the recruitment and selection of the said position and this information may be shared with the relevant stakeholders in the business. Please note that only short-listed candidates will be contacted. Should you not have heard back within a two-week period, please assume that your application was unsuccessful. All job postings are in accordance with our Client's BEE requirements.

Please only send certificates when requested to do so.