Dental Practice Manager Job in Westlands, Nairobi

Job Title: Dental Practice Manager

The job role is that of a Mid-level Dental Clinic Administrator with strength in HR Administration.

Reports to: The CEO

Responsibilities

Ensure the efficient day-to-day running of the practice
To maintain good customer relations with all patients and parents
To maintain good customer relations with referring dentists
Liaise with external suppliers as may be required for the smooth running of the practice
To portray a professional attitude to doctors, staff, patients/parents and to referring dentists
Observe patient confidentiality at all times
To be fully aware of all staff’s duties and responsibilities

Front Office

Overall supervision of the customer care department.
Ensure overall patient satisfaction by ensuring all practice protocols are followed
Ensure patient queries are dealt with in in a sympathetic and polite manner
Ensure patient information leaflets, practice brochures and other patient communications up to date
Supervise and ensure appropriate booking of appointments and management of the doctors’ diaries.
Ensure accurate maintenance of financial and patients records at the reception.

Human Resources

Maintaining knowledge of current employment legislation and being responsible for putting this into practice
Supervise staff as necessary
Arrange for the recruitment and selection of permanent and temporary staff
Assessing training needs
Arrange staff induction and training
Monitoring and evaluating training on a regular basis
Producing job descriptions for all staff
Organize disciplinary and grievance arrangements –maintain records up to date
Keep and monitor staff records (to include CPD, holiday & sick days)
Arrange Leave Days, Holidays and other rotas
Prepare staff work schedules
Coordinate arrangements for appraisal – monitor its success
Drawing up contracts of employment for staff
Ensuring contracts continually meet current legislation
Producing continual updates to meet agreed roles via the appraisal process
Organize, attend and participate in practice meetings (take minutes)
Arrange refresher and update training for medical emergencies and CPR for all staff
Addressing inner office conflicts
Encouraging and developing staff motivation and teamwork
Periodic clinical meetings with Dentists and Dental Surgery assistants.

Administration

Keep all practice documentation up to date, including policies, insurances, procedures and handbooks
Ensure the maintenance of the dental practice IT system
Arranging any building maintenance and repairs including fixtures, fittings and fabrics of the building – liaise with the practice CEO
Dealing with client complaints received by letter, telephone or in person, and handling complaints passed on from reception. Clinical complaints would be referred on to a dental surgeon
Ensuring good internal staff communications by use of appropriate communication methods such as monthly meetings, staff emails and memos
Demonstrating the ability to carry out basic computer troubleshooting maintenance and solve simple problems associated with the practice computer system
Demonstrating ability to generate relevant financial reports from the computer database to use for practice planning
Organizing HMIS training for practice staff
Generation of monthly operational reports:

Key Requirements and Qualifications

Excellent communication and interpersonal skills (i.e. he/she must be a people person).
Ability to multitask
Good leadership skills
Willingness and ability to work as part of a team
Good analytical and problem-solving skills
Must have good management skills and ability to work and achieve targets within stipulated time limits
Ability to work independently with little or no supervision
Must be detail and customer service oriented
Possession of basic bookkeeping and computer skills
Ability to motivate staff whenever necessary
Basic knowledge of medical terminology and good understanding of medical software applications
Must possess a Bachelor’s degree in Business Administration, Health Care Management or any relevant field.
Experience working in a health care set up would be an added advantage
A minimum of 5 years work experience in a similar management role.