Full-time Practice Manager at Stratum Clinics Oxford
- Oxford
- Permanent
- Full-time
- Ensure the clinic is always presented to the highest possible standard including maintaining high standards of hygiene
- Ensure that priority is always given to ensure that the patient journey is of the highest standard
- Ensure feedback systems are in place to enable planned delivery to be monitored and amended, as necessary
- Identify service delivery issues, requirements or areas of underperformance, and take the necessary action to resolve them
- To act as the Practice complaints officer
- Implement an effective complaints management system that is proactive and minimises the number of written complaints
- Supervise the updating of Practice leaflets and notices and ensure that appropriate information is available to patients
- Support the staff in any difficult contact with patients
- Ensure appropriate follow-up appointments are made and review the monthly 'Recall Report' by DR to improve service delivery and patient can review treatment plan and outcomes
- Responsible for managing income and expenditure to meet company targets
- Ensure effective cost controls including (but not limited to) consumables and any other variants such as staff costs to ensure profit margins are maintained
- Monitor income by business segments and identify/deliver opportunities for growth
- Ensure controls over daily takings and banking
- Oversee prompt and effective invoicing and credit control for PMI and self-funding patients.
- Development of business plans for CAPEX requirements
- Collate timesheets, submit figures to payroll and central finance
- Promote the clinic in the local area, including GP engagement, local CPD events, identifying opportunities for expanding services, marketing new services to existing patients and ensuring internal referrals
- Ensure that all fees are accurately charged, and that payments are collected from self-payors
- Support improvement on conversion and revenue per patient
- Support all marketing activity and ensure that all team members are fully aware of and engage with any promotional activity
- Responsible for making contacts with identified potential Dermatology and Aesthetic Practitioners to negotiate the best deals
- Provide strong, visible and accessible leadership and management for all staff within the Clinic
- Recruitment, selection and induction of employees
- Ensure sickness and holiday entitlements are included in payroll, and are noted within the HR system of individual staff members
- Manage the activities of all clerical, secretarial and administration/support staff, ensuring that an effective service is provided
- Deliver change when change is needed, engaging with the teams to create buy-in to execute new ways of working smoothly
- Actively promote the clinic's culture with staff and with external bodies
- Maintain records of staff training and immunisations including those required by CQC.
- Communicate agreed Practice Policy to staff and introduce systems to support such policies
- Responsible for an effective appraisal/personal development system and any resulting training or disciplinary procedures
- To determine and maintain an efficient and cost-effective level of staffing and hours of work required for the running of the Practice, including arranging duty and holiday rotations and liaising with staff to provide satisfactory cover for the same
- To administer all systems for fair employment and equal opportunities
- To liaise with professional HR advisers as/when required for non-routine personnel queries
- Driving the bookings team to maximise bookings and utilisation
- Ensure compliance with all statutory and legal regulations
- Compile, chair and minute all meetings (management/clinical etc)
- Arrange all administration regarding CQC
- Remind Partner(s) of agreed Practice policy
- Support operational changes in clinic action plans of recovery to profit and CQC Compliance
- Effect and maintain Practice insurance policies, liaising as required with insurers and professional advisers
- Ensure the security of all personnel and property
- Day-to-day operational management of service offered
- Responsible for medical and administrative supplies
- Manage buildings, extensions, repairs, decorations, fixtures and fittings, gardening and maintenance of exterior
- Oversee the maintenance of the clinic properties in accordance with a Planned Preventative Maintenance schedule
- Deal with correspondence/emails
- Liaison with the Board, CQC and Business Services Organisation
- Arrange all aspects of training, development, applications and integration
- Ensure the Practice is up to date with all new developments
- General office administration and reception cover if necessary.
- An inspiring Leader who is self-motivated and able to motivate others
- Excellent organisational skills and the ability to multitask and prioritise responsibilities effectively
- Strong interpersonal and communication skills, with the ability to build rapport with patients and colleagues
- A commitment to providing exceptional patient care and ensuring a positive experience for every individual
- A professional, confident and calm approach
- Works at their own initiative, independently and as part of a team
- Flexibility to adapt to a fast-paced and evolving environment
- Previous management experience in commercial healthcare (ideally 2-3 years)
- Experience in managing teams
- Knowledge of up-to-date CQC including the Quality and Outcomes Framework (QOF)
- Health and Safety/risk management experience
- General Practice expertise in liaising with external bodies
- Working with Microsoft Office packages
- A full-time role 40 flexible hours per week.
- Competitive salary and company perks
- Ongoing training and professional development throughout your career at TDP
- 25 days of annual leave (Pro-rata) entitlement in addition to public holidays
- Contribution to pensions
- Discounted dermatology/aesthetic treatments and products
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