Glasgow, United Kingdom | Posted on 12/12/2024
Scottish Dental Care is a clinically-led and patient-focused dental provider, offering high-quality dental care to our patients across Scotland. Patient treatment is our number one priority, and we offer a full range of NHS and private treatments to suit all patient needs and budgets.
Our highly trained dental professionals endeavor to provide our patients with the best possible care within one of our growing number of modern dental clinics.
Job Description
Join one of Glasgow’s leading private dental clinics in a pivotal role and be part of an exciting new phase of the practice’s growth.
Established in the heart of the city’s West End in 2010, Advanced Dentistry has grown from a one-chair practice to a state-of-the-art, six-surgery clinic offering the very latest dentistry and aesthetic treatments. With a team of eleven highly skilled dentists led by the founder Dr. Philip Friel, the practice is an established leader in implants, periodontics, endodontics, cosmetic, and preventative private general dentistry. In 2025, the practice will embark on its next phase of development, expanding to 10 surgeries with around 40 clinical and practice team members.
The clinic is seeking an experienced Practice Manager with exceptional leadership, interpersonal, and organizational skills who has a genuine desire to deliver best-in-class operations.
Working under the direction of the Deputy Operations Manager, the PM will be responsible for the smooth day-to-day running of the clinic, leading and developing a team of more than 20 dental nurses, front of house, and support staff to maintain the highest standards of patient care for a very discerning clientele.
Reports to: Deputy Operations Manager
As Practice Manager, you will be responsible for the day-to-day running of the clinic under the direction from the Deputy Operations Manager. You will provide leadership to the dental nursing team and delegate dental nursing and administrative duties in support of dental services provided by dentists & hygienists/hygiene therapists.
You will coordinate the team to ensure key tasks are performed to the highest standards. These include dental nurse duties, surgery cover, reception cover, patient and admin follow-up, appointment book management, update of KPI information, and cashing up related duties. You will also oversee the coordination of activities required to ensure the safe, clean, and effective running of the clinic.
Responsibilities
Clinical
* Ensure the care and welfare of patients.
* Accurately complete patient clinical records as directed.
* Handle all substances in accordance with health and safety policies.
* Be familiar and comply with all health and safety rules and guidance, including PPE, COSHH, mercury handling, infection control, waste disposal, etc.
* Ensure all audits are done monthly.
* Liaise with dental laboratories, supply companies, and other organizations as required.
* Order new stock supplies as necessary – within agreed stock levels authorized by the Deputy Operations Manager.
* Ensure computer/written records are accurately maintained and securely stored.
* Liaise with the team to ensure smooth patient communications and transfer of records.
* Keep the clinical areas and all equipment and instruments clean, tidy, and sterile according to the clinic’s health & safety, infection control procedures, and manufacturers' instructions.
* Use all equipment and machinery in accordance with manufacturers' recommendations and ensure that they are maintained regularly and in good working order.
* Organize, attend, and participate in practice meetings, including medical emergency scenarios every quarter.
* Undergo training as may be required to develop skills and abilities.
* Act in accordance with the practice rules and code of conduct.
Finance
* Take responsibility for banking deposits when cash payments arise.
* Complete all private plan Membership Scheme paperwork and reconcile monthly reports.
* Ensure the operation of the patient payment policy and the collection of outstanding debts.
* Encourage prompt payments and chase outstanding debts according to the practice policy.
* Ensure the operation of the patient recall system.
* Deal with patient queries, referring to Deputy Operations Manager if unable to respond to patient’s satisfaction.
* Keep patient communications up to date, updating patient personal contact details at each appointment.
* Ensure the operation of the practice complaints procedure.
Administration / Reception
* Ensure that the team:
* Answer the telephone in the prescribed manner and welcome all patients arriving at the clinic.
* Ensure that the appointment system is efficient and accurate, applying the SOE workflow principles as adopted by the clinic.
* Collect and record patient payments.
* Keep up to date with all practice documentation, including policies, protocols, procedures, and handbooks.
* Delegate tasks to other team members as required.
* Ensure the maintenance of the practice computer system.
* Deal with practice mail, action accordingly notifying Deputy Operations Manager of any invoices received.
* Manage patient recalls at regular intervals, as per practice policy.
* Ensure all areas of the practice are maintained in a clean, tidy, and functional state.
* Liaise with Deputy Operations Manager on recruitment; once interviews have been completed, you will be responsible for following the SDC Induction Pack.
* On the 1st of every month, all required Reports are uploaded to SharePoint. Deputy Operations Manager will provide monthly feedback on this.
Other Duties
* Other duties as necessary from time to time for the efficient operation of the clinic.
* Work at other clinic locations from time to time as required.
* Ensure the clinic always has sufficient staffing levels, utilizing our HR portal Bright HR, approving/declining annual leave.
* Monitor sickness levels, carrying out RTW after absence.
* Ensure Operational Responsibilities are delegated to team members and completed satisfactorily.
* Liaise with your Deputy Operations Manager to ensure the smooth running of the clinic.
* Ensure completion of Weekly and Monthly Checklists provided by your Deputy Operations Manager by delegating the same within your team.
* Hold monthly practice meetings, document and delegate actions, upload minutes to SharePoint.
* Ensure CPI Folder is always maintained and up to date, working document update certificates, indemnity, and CPR when required.
* Follow monthly KPI reports.
Equipment and Health and Safety
* Liaise with sales and suppliers’ representatives as necessary.
* Ensure that there is an efficient stock control and supply procedures.
* Ensure practice compliance with health and safety requirements.
* Ensure that practice equipment is serviced and maintained, update SharePoint with servicing paperwork.
Please note that although the above list is comprehensive, it is not exhaustive; your Deputy Operations Manager may set tasks on an ad-hoc basis as required by the commercial needs and demands of the clinic.
Requirements
* Previous management experience - ideally within a dental practice.
* Experience of working in busy Dental Practices.
* Experience of running a Dental Practice and knowledgeable with all Regulatory body requirements such as Health and Safety and CPI expectations.
* Numerate.
* Patient-centered approach.
* Friendly and professional.
* Promotes company vision and values.
* Ability to build relationships.
* Confident and strong communicator.
* Effective Leader who provides support and ongoing development.
* Positive outlook with enthusiasm to learn and achieve outstanding results.
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