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.
Personal Attributes
- Have a friendly approach, with good telephone and writing skills
- Be honest, reliable and trust-worthy
- Be punctual
- Be presentable and take care of your appearance
- Good organization skills
How to Apply
Applications can be done through the email hr@astradental.co.ke
Deadline: 26th October 2020