Practice Manager

PRACTICE MANAGER

Job summary and scope
The practice manager is responsible for overseeing the delivery of client care, operational and strategic management of the
practice, direct management of the administrative team, collaboration with the management team, and representing the practice at events to external agencies and stakeholders, and to clients. This will include, but is not limited to, leadership, project management, human resources management, development and management of service delivery, business development, financial planning, contract delivery and performance.

Key Responsibilities

Human Resources

• Manage administrative staff to ensure a motivated team, who work effectively in compliance with policies and procedures.
• Performance management, including keeping accurate records, consistent and clear feedback and regular appraisals.  
• Benefit management for organization, including pension and health insurance, monitoring and tracking of leave allowances through BambooHR.
• Manage onboarding/offboarding of all staff, including management of work permits were applicable. 
• Review, revise and implement human resource policies aligned with current legislation and local practices. 

Resource Optimization (financial/physical/technological)

• Working directly with the finance team to manage income and expenditure systems including health insurance claims, invoicing, banking, and petty cash.
• Planning and monitoring income and cash flow to maximize budgets and to ensure funds are available as needed.
• Monitoring expenditure and identifying where outgoings deviate from financial planning, taking action to mitigate
  shortfalls where appropriate.
• Oversee the management of office supplies, consumables and equipment needs of the organization.
• Ensure the practice's IT resources, including hardware, software and data are managed and maintained in a way that safeguards client information and benefits client care. 
• Monitor technology and make changes as necessary to maximize benefits to clients and practice. 
• Manage the practice's website, and social media presence.

Developing and maintaining access to client services

• Monitor the availability of appointments, both in advance and on a day-to-day basis, to make sure client access is
  adequate, taking action to implement cover when required.
• Plan for staff absence, such as annual leave, maternity/paternity leave, etc.
• Review access on a regular basis, through surveys and audits, taking action where improvements are required.
• Make sure staffing is adequate to meet demand, including clinical and non-clinical staff.
• Ensure services are delivered in line with national and local guidance, commissioning priorities, equality
  legislation and client rights.

Staff training and development

• Make available and promote appropriate staff training and development opportunities, including (but not limited to):
• Developing a culture of learning and continuing education
• Developing a learning and development plan for the practice and its staff, and ensuring it is delivered
• Implementing systems to identify learning needs, gaps in training and appraisal processes
• Identifying the learning and training needs of individual members of staff and addressing them by sourcing appropriate training opportunities
• Supporting members of staff to develop in both a professional and personal capacity within their role
• Ensuring that staff have opportunities and are encouraged to learn from experiences, such as significant events, sponsorships and corporate services

Corporate Wellness Services

• Promote the services of the organization to the corporate and human resource community
• Provide management and oversight to corporate wellness contracts including contract negotiations and sales, service utilization and tracking
• Coordinate service deliverables, including wellness workshops, crisis intervention and mental health awareness

Communication and Working with Others

• Ensure all methods of communication in the practice are effective and work to the benefit of clients, as well as the practice
• Communicate effectively and work proactively with people, including colleagues, staff members, clients, families, stakeholders and external agencies.
• Plan, schedule, organize and lead meetings, including drafting agendas, ensuring they are adhered to, allocating minute taking and making sure actions are taken.
• Make sure decisions are made in accordance with appropriate processes, based on consultation and on evidence, and to an
  agreed structure.
• Use communication that is appropriate to the situation, including communicating and encouraging others to communicate in writing, by email, verbally, face-to-face, through convening meetings, establishing appropriate communication methods to suit client's understanding, cultural/language needs and preferred communication method anticipating and overcoming barriers to communication, seeking support from other staff members where necessary.

Maintaining Confidentiality

The practice manager will, as an integral part of and in the course of carrying out his/her role, have access to confidential and sometimes sensitive information relating to clients and family members, as well as similar information about colleagues. The practice manager will also have access to confidential commercial information about the practice and its business. All such information, in whatever format and howsoever made available, must be treated with the strictest confidence. All such information held both within and outside of the practice will be shared only as necessary, and in accordance with the practice’s confidentiality/data-sharing policies, and in line with data protection legislation. The practice manager is responsible for making sure the practice’s confidentiality and data protection policies are up to date and implemented effectively, that all staff are trained in and comply with such policies, and that training is updated as required.

Eligibility Requirements

• Bachelors degree in business, human resources or related field
• 5+ years experience in medical administration/management
• Exceptional written and oral communication
• Experience with a range of HR and medical practice online platforms (BambooHR, EasyLlama, DrChrono)
• Clean police clearance

Compensation:

• Salary commensurate with experience and qualifications starting at KYD$60,000 per year. 
• Health insurance coverage which exceeds CI Labour Law. 
• 20 days annual paid leave to start. 
• All other Labour Law standard benefits (sick leave, pension)

Supervision Responsibilities: Direct supervision of the Administrative team, consisting of administrative assistant, clinical receptionist, billing administrator, clinical administrator and interns when available. 

Budgetary Responsibilities: Direct responsibility for practice budget under oversight from the finance team.