Dental Practice Manager

5 months ago

Cape Town, South Africa Bo-Smart Ltd Full time

**WOODBOURNE DENTAL**

**Dental Practice Manager**

Full-time position, Remote

**Our Practice**:
Situated in Isle of Man, our well-established dental practice, comprising of two dental clinics, provide both NHS and Private dentistry to the community of the Isle of Man. We are actively recruiting to expand our team of experienced dentists, and currently have 15 members in our practice staff. The two clinics are located close to each other, on Woodbourne Road in Douglas.

**The Role**:
The Practice Manager will be responsible for the day-to-day running of our two dental clinics and providing remove oversight of the team. As Practice Manager, you will optimise processes to assist our dental team and supporting staff in achieving its goals, while ensuring that the practice as a whole has access to all the support and tools needed to provide our patients with the highest quality dental services. You will be replacing our on-site practice manager, who will soon retire but shall be available to assist in getting you settled in this role.
- Working in a corporate dental practice
- CQC (Care Quality Commission) policies
- Xero accounting software
- Software of Excellence (SOE/Exact)
- Compass
- NHS dental policies and procedures (from an administrative perspective)

**Responsibilities**:
Your responsibilities will include, but is not limited to:

- Recording invoices, bills, and transactions in Xero;
- Uploading daily sales invoices (from dental treatments) to our accounting software platform (Xero);
- Stock and inventory control, including placing orders at suppliers and stock budgeting;
- Ensuring efficiency through effective cost management and identifying opportunities to make cost improvements;
- Preparation of payroll information for month-end pay run;
- Monitoring staff members’ schedules and ensuring that their hours, holidays, and absences are recorded in our payroll software, When I Work;
- Managing the online appointment booking system on SOE;
- Managing dentist’s diaries and UDA targets;
- Monitoring of the team’s performance statistics;
- Dealing with queries from the dentists, dental receptionists, and dental nurses;
- Staff recruitment and retention;
- Management of staff and first point-of-contact for staff queries;
- Updating practice documentation such as policies, procedures, and handbooks, including the management of training materials and staff documents in Waybook;
- Ensuring that all practice documentation is (or has been) digitised;
- Ensuring practice compliance with all Health and Safety requirements;
- Weekly update to management on any new issues that have arised, and status update on known issues (eg. staff, equipment, replacements, performance);
- Admin for any equipment replacements or new fittings to be bought for the clinics and servicing of equipment;
- Social media management (mostly responding to Facebook messages from patients, once in a while);
- Reviewing the website to check if updates to information is required;
- Dealing with patient feedback and monitoring our online reviews.

In addition to the above, you will also be expected to monitor the performance of the team and the practice as a whole, and report any issues to management.

**Our plan**:
The dental practice is stable and has working procedures and staff in place. However, we are aware that there are many opportunities for improvement and optimising the practice and its processes. Our on-site practice manager is also approaching retirement age and this is part of a succession exercise. As Practice Manager, you will work directly with the on-site and off-site management team to implement and execute optimisations and make sure that the practice and on-site staff are on board and up-to-date with any changes in policies. The two clinics are currently operating somewhat independently, and the goal is to unite them as one dental practice and one brand, operating from two locations.

The objective is to optimise with mínimal disruption to the dental team’s workflow and to ensure patient care remains of a high standard throughout. You will also be expected to know the practice inside and out, and recommend areas for improvement where you see potential or need.

You will have the full support of management, comprising of an experienced entrepreneur who has been running businesses, including dental practices, for many years, as well as a financial analyst with tech and accounting experience.

**Compensation and Hours**:
**Job Types**: Full-time, Permanent

**Experience**:

- CQC: 1 year (preferred)
- Dental Practice Management: 5 years (required)

**Language**:

- English (required)

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