Medical Practice Manager

This position will be responsible for the day-to-day administration of management of the surgical practice of 4 specialist doctors. The primary aim of this position is to facilitate the safe and efficient patient journey of clients with complex medical problems.

LOCATION

• The position will be based at the Prince of Wales Private hospital, Randwick, NSW.

REPORTING TO

• The position reports to Dr Christopher Lehane.

QUALIFICATIONS & REQUIREMENTS

• Relevant qualification at the level of a Diploma in medical administration or higher, and at least 3 years of relevant work experience in a surgical medical practice
• At least 2 years experience with Xestro practice management software
• At least 2 years experience with online and face to face payments sytems.
• At least 2 years experience with Xero accounting software
• At least 2 years experience with medicare and eclipse medical billing systems
• At least 2 years experience using Microsoft office suite, especially Outlook and Word.

Skills required:

• Excellent communicator, reliable, comfortable with advanced medical terminology,
• Computer skills including Microsoft outlook, Xero accounting software, Xestro medical practice management software, Microsoft word and Excel

DUTIES & RESPONSIBILITIES

PRIMARY RESPONSIBILITIES:

Human Resources:

• Rostering of doctors clinic hours, assist in the on boarding of new medical staff joining the practice.
• Ensure OH&S standards are met
• Maintain a team culture and resolve staff and client conflicts.

Operational Management:

• Ensure efficient business processes to support all clinics through the utilisation of staff and technology.
• For IT, monitor and maintain suitable secure access to PCs, practice software, and remote access. Monitor IT system status such as integrity of backups and restore processes. Manage contingency for system downtime.
• Ensure processes meet mandated quality/regulatory requirements and are documented and maintained via version control (including path to attaining and maintaining accreditation)
• Ensure that Xestro software meets doctor/practice needs and evolves to support business changes (in conjunction with others).
• Ensure that supporting software systems (phones, procurement etc) meet business needs.
• Maintain assets through asset registers incorporating scheduled maintenance, replacement plans etc
• Maintain appropriate levels of consumables
• Establish and maintain strong relationships with key suppliers, clients and hospitals including review of performance.
• Ensure compliance with privacy legislation

Medical administration:

• Taking bookings for medical appointments
• Booking specialist surgical appointments and procedures using practice software (Xestro)
• Liaising with other medical practices, pathology companies and radiology companies
• Providing quotations for surgery
• Book-keeping reconciling payments and invoices using Xero
• Liaising with the public and private hospital regarding procedure management.
• Dealing with complaints
• Arranging tests for patients including for the investigation of head, neck and breast cancer
• Taking payment using multiple physical (point of service) and online payment systems

Stakeholder Management:

• Regular scheduled meetings with doctors (min quarterly) to ensure their needs are understood.
• Maintain and develop strong relationships with referring practitioners including preparing regular "referrer events" in conjunction with the clinical team.
• Maintain strong relationships with the marketing teams to optimise outcomes.

Marketing/ Practice Building:

• Work with the marketing team to deliver and evaluate marketing campaigns.
• Work with the medical staff to develop online prescence with website maintenance and updates
• Ownership of the integration of new doctors to the clinic to ensure that their specific needs are met and that their clinic timing contributes to overall practice utilisation.

Business Planning / Financial:

• In conjunction with doctors, define pricing strategy and maintain at an item-level for all pricing groups in Xestro.
• Overall responsibility for site-level purchasing. Ensure purchasing meets SMS processes.
• Monitor expenditure versus budget on a monthly basis, devise strategies to meet budget shortfalls.
• Responsibility for 'end of day' banking and 'end of month' close off procedures.
• Responsibility for ensuring debtor balances / ageing debts for medical staff.
• Reconciling of medical billing in Xestro and Xero software.

Job Type: Full-time

Pay: From $85,284.16 per year

Work Authorisation:

• Australia (Preferred)

Work Location: In person

Application Deadline: 17/10/2025

Expected Start Date: 17/01/2026