Job Description
Job Title: Practice Manager for Atrom Mindcare and JM Mental Health
Hours : Flexible with a minimum 20 hrs per week
Salary : Competitive
Responsible to: \tAmrish Gupta, CEO and Dr Aarohee Desai-Gupta, Clinical Director
Background
We are a small, well-managed, and ambitious organisation seeking to hire a dedicated and enthusiastic Operational Manager. This role will involve collaborating with the Business Owners and Clinical Leads to maintain high clinical and operational standards in our healthcare businesses.
This operational leadership position will help shape and develop the role in line with the evolving needs of the business. Additionally, you will support us in the expansion of our services, including securing and delivering NHS and other contracts.
This position is designed with growth in mind, with the expectation that it will evolve into the Registered Manager (Care Quality Commission) role in the intermediate term.
JM Mental Health is here to assist young people up to the age of 19 years and their families with mental health difficulties. Listening is the single most important aspect of the assessment process, along with a range of carefully considered questions. Every patient has a bespoke treatment plan that also involves their family and school, thus providing a medical, emotional, and physical support network.
Addressing mental health issues in young people helps relieve suffering in our younger generation, enabling a smooth and healthy transition into adulthood and reduces the burden of mental health on society.
The aim is to provide a personal, heart-centred experience for including young people and their families to enable them to rebuild their lives, their relationships, and their confidence.
In January 2025, Atrom Mindcare acquired sister company JM Mental Health.
Atrom Mindcare Holistic Psychiatric Clinic was established in Dec 2023 and achieved CQC approval in March 2024. This is an Adult Mental Health Service offering Psychiatric Assessments and Treatments promptly and to a high standard for a range of Mental Health Conditions including ADHD, ASD, Treatment Resistant Depression, Anxiety and Obsessive Compulsive Disorder, Psychotic and Personality Disorders. The clinic offers Medical treatments, Psychological Therapies and Deep-Transcranial Magnetic Stimulation Treatment. The clinic is registered with most Insurance companies and sees Self-funding and Insured patients.
Purpose of the Job
The Practice Manager is responsible for leading and managing the team to enable JM Mental Health and Atrom Mindcare to meet their mission and objectives to support people and their families with mental health difficulties.
They will also be responsible for the day-to-day running of the practice ensuring patient-focused, accurate, streamlined, cost cost-effective delivery of service.
As an evolving and expanding organisation, we seek a practice manager who will actively support our business growth and assist in developing the team to meet these evolving needs.
Accountability
The Practice Manager will be reporting directly to Mr Amrish Gupta, CEO and will have a dotted line reporting to Dr Aarohee Desai-Gupta, Clinical Director.
Main duties and responsibilities
The duties and responsibilities to be undertaken by the Practice Manager may include any or all the items in the following list. Duties may be varied from time to time under the direction of the CEO and Clinical Director, dependent on current and evolving practice workload and staffing levels:
Business operations - Responsible for…
•\tMaintenance and management of Medesk, patient management system
•\tKeeping accurate records of active caseload
•\tRegular meetings with the directors – Caseload, Commercial, Business Ops, Clinical Governance, Strategy
•\tRegular meetings with the admin team
•\tPromoting teamwork
•\tWorking with owner/director on business strategy, business planning and growth
•\tMaintaining, updating and managing the web site
•\tWorking with owners/directors to maintain CQC accreditation standards
•\tReviewing and maintaining robust policies, processes and procedures
•\tReviewing and maintaining accurate documentation of all processes
•\tEnsuring all materials used are fit for purpose and are relevantly branded
•\tSupporting the Clinical Director with Clinical governance, undertaking regular compliance audits alongside the Clinical director
•\tWorking with owners/directors to manage issues and complaints
•\tRecord keeping - issues complaints etc
•\tIT – inc. day-to-day troubleshooting
•\tData security
•\tMaintaining a crisis management plan
•\tHealth and safety - to incorporate home workers
•\tLiaison with other professionals/suppliers
•\tProvide cover for the admin support team if required
Financial management - Responsible for…\t
•\tMonitoring cash forecasting on a weekly basis
•\tProviding information in order to review future sales
•\tProviding information in order to review turnover
•\tEnsuring all appointments are invoiced accurately
•\tProduce monthly invoice reports for the associates
•\tAttending bi-annual review of finances with the accountant
•\tMonitoring overheads and reducing costs where possible
Reporting - Produce regular reports as required - to include:
•\tWeekly sales and cash forecasting
•\tLevels of enquiries, conversion rates and trends
•\tAppointment type preferences
•\tAcquisition analysis
•\tAv appointments per patient
•\tGeneral trends
•\tService feedback and evaluation of service
Staff - Responsible for…
•\tLine management of staff
•\tHoliday monitoring and management - ensuring adequate cover
•\tSet up and management of timesheets
•\tMonitoring and management of overtime
•\tStaff appraisals and quarterly reviews
•\tTraining on internal processes as required
•\tOrganising external training as required
•\tGrievance and disciplinary procedures under the direction of the external HR department
•\tEnsure staff handbook is up to date
•\tRequired to cover the admin team occasionally in case of absences
Associates
•\tWorking with owners/directors in onboarding new associates
•\tSet up business systems and Medesk
•\tTrain new associates in business processes – provide ongoing support
•\tProduce monthly activity reports for invoicing
•\tOrder pink prescriptions – inc update of the ‘Log for FP10CD Controlled Drugs Prescriptions’ document
Person specification
Essential
•\tVocational qualifications of A-level or equivalent
•\tRelevant management qualification
•\tPrevious experience in operational management in NHS/ Private Mental Health Service
•\tAbility to work flexibly and previous experience in change management
•\tUnderstanding of CQC (Care Quality Commission) Standards for running an Outstanding Service
•\tPrevious experience in financial management
•\tPrevious experience in staff management
•\tThe ability to negotiate and manage conflict
•\tExperience in delivering services in a confidential environment.
•\tResponding to queries and problem-solving with good time management
•\tAble to communicate concisely and professionally, with the wider team and external to Atrom Mindcare/JM Mental Health
•\tTo be methodical and well-organised
•\tTo be a logical and strategic thinker and creative problem solver
•\tProven ability to prioritise workload and multi-task
•\tExcellent effective listening, verbal and written communication skills
•\tTo be confident, with clear communication skills and a real focus on providing outstanding customer service
•\tTo be versatile and flexible and happy to work across various roles and tasks to ensure the smooth running of the practice.
•\tExcellent IT skills, including MS Office – Word, Excel and Outlook
•\tThis post is subject to an enhanced DBS check
Desirable
•\tUnderstanding of NHS Contracts
•\tPrevious experience with Business Development