Assistant Practice Manager

Q1 Medical Centre is a multi-disciplinary general practice clinic created by doctors for doctors. With 6 clinics located across the western suburbs of Melbourne and Ballarat, Q1 Medical offers exciting GP opportunities if you want to be a part of the Q1 family.

Meet our team to discover consulting opportunities tailored to your preferences. At Q1 Medical, your well-being and success is our priority.

Job Description / Responsibility

The Assistant Practice Manager helps to ensure operations run smoothly and efficiently while enforcing the policies and maintaining standards. Duties include: conducting administrative duties such as developing strategies to improve clinic and staff efficiencies, handling calls and correspondence, liaising with key clients and suppliers, supervising rosters and payroll budgets, and timelines, establishing guidelines, and monitoring the progress of all procedures and resolving issues as they arise. They are also required to analyse current programs, implementing solutions against problem areas. Key to this role is also to guide a team of medical receptionists in the effective delivery of outstanding customer service as well as ensuring the end-to-end patient experience whilst coordinating the day-to-day clinic operations.

Responsibilities

The following duties are to be carried out in conjunction with the Practice Policy and Procedures manual where applicable.

Fully supports the delivery of high-quality care to patients.

• Ensures a safe and hygienic standard of care to patients.

• Works safely within the guidelines of the Occupational Health and Safety Policies.

• Cooperate with all members of the healthcare team.

• Implement established procedures in an emergency.

• Seek immediate assistance from a doctor or nurse where no guidelines exist.

• Perform procedures in accordance with procedure guidelines and Practice Manual.

• Report faulty/unsafe equipment and maintain a safe work environment.

• Eliminate and/or prevent environmental hazards where possible and act appropriately to produce safe outcomes.

• Identify problems and initiate actions to resolve them.

• Attend in-service education programs to update and maintain skills.

• Maintain a working knowledge of relevant policies and procedures of the practice.

• Attend staff meetings and doctor/staff meetings, regular practice meetings and special practice meetings as required to ensure that you are up to date with changes in work practices and patient care.

• Collect, document and report data accurately and comprehensively.

• Maintain a working knowledge of all equipment used in the office.

• Fulfil the duty of care in day-to-day operations of the practice.

Key Accountabilities

• The organisational review and personnel management function for a team of staff carrying out a range of clerical, technical and professional activities.

• Development of organisation systems to maximise productivity in the workplace.

• Maintenance of the assets of the practice.

• Continuous review of the operating environment of the practice.

Key Tasks

• Ensure prompt patient care and privacy and confidentiality is always maintained.

• Assist with recruitment of administration staff.

• Facilitate training and induction of staff including advice on future training needs.

• Assist in determining task types and allocation as per practice needs.

• Use information technology/management to improve office efficiency.

• Co-ordinate and approve annual leaves and manage rosters accordingly.

• Organise, chair, and maintain agenda and minutes of fortnightly/monthly staff meetings.

• Review and endorse staff timesheet and submit the records fortnightly as per pay calendar.

• Maintenance of records, process debt collection, and process payment on a daily basis as they are received.

• Use of computer systems including Best Practice, Word, Excel, Emails and Websites.

• Assist with stock control, ordering and inventory count.

• Maintain knowledge of and comply with Government legislation and regulation.

• Review, maintain and update Practice Manual annually (by August) with guidance from Operations Manager and Practice Manager and Principal Clinical Lead.

• Awareness and maintenance of Accreditation Standards for General Practice.

Other Professional Relationships

• The Practice Coordinator will negotiate/confer/liaise with the outside service providers on behalf of the practice

• Suppliers of goods and services

• Security personnel.

• Companies requiring medical contacts

• Other medical services.

Expected behaviours and personal attributes

• Demonstrated patient-focused approach in service provision with genuine empathy and interest in their needs.
• Is responsible for their own work, and the work of those supervised with a substantial level of accountability.
• Possesses well developed communication, interpersonal and/or arithmetic skills.
• Be always well-presented, friendly, courteous and obliging. Represent the practice in a confident and positive manner at all times.
• Undertake all duties in a diligent manner, with honesty and integrity,
• Maintain absolute confidentiality regarding patient and practice information.
• Have a vigilant attitude to accuracy, being prepared to double check as necessary.
• Work cooperatively and independently.
• Demonstrate ability to prioritise and organise, with attention to detail.
• Demonstrate commitment to ongoing professional development over and above the essential training required to perform the role.
• Demonstrate commitment to fostering the skills and abilities of other reception and administrative staff.

Education, Qualifications and Experience

• Previous experience as a Practice Coordinator.

• Participative, inclusive and consultative approach to managing tasks.

• Capacity to lead, foster and develop a working environment which actively promotes a collaborative performance and values-based culture.

• Advanced skills in communication, problem solving, conflict resolution and negotiation.

• Ability to work effectively within a multidisciplinary team.

• Ability to prioritise workload and meet set timelines.

. Ability to be creative, innovative, and flexible when approaching issues within the healthcare setting.

• Knowledge of Quality Improvement / Accreditation processes.

• Knowledge and understanding of relevant legislation, industrial agreements, standards, codes, ethics, and competency standards.

• Innovative skills in program delivery, particularly in relation to clinical services in both metro and rural setting.

• Demonstrated ability in the facilitation of change management.

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