Job Summary:

The Dental Practice Manager is responsible for the efficient and compliant operations of their dental practice in Tower Hill. This includes overseeing daily practice operations, managing staff, ensuring patient care standards, maintaining regulatory compliance, and handling financial management. The role ensures that the practice meets the requirements of the Care Quality Commission (CQC), health and safety regulations, and all relevant dental regulations.

Key Responsibilities:

1. Practice Operations:

• Oversee the day-to-day management of the dental practice, ensuring the smooth running of all functions.
• Ensure that the practice operates in a manner that complies with CQC regulations, including patient care, infection control, and record-keeping.
• Ensure that patient appointments are scheduled efficiently and waiting times are kept to a minimum.
• Maintain an organised and clean working environment in compliance with Health and Safety and infection control standards.
• Monitor and review systems for patient management, including the practice’s appointment system and patient flow.
• To ensure that practice policy is always followed by all dental team members
• To meet productivity and profitability targets of the practice set out by management.
• Ensure that all monies received by the practice are banked into the business account daily.
• Oversee the appointment book and ensure that the best use is made of the time available.
• Ensure that petty cash records are accurately maintained.
• Ensure that the correct float is always ready at the start of each day.
• Reconcile the money received with the daily cash book and enter on to the weekly income sheet.
• Ensure that the day list figures are collated to give accurate management information.
• Responsibility for receiving, opening and dealing with incoming post.
• Ensure that practice stock is monitored and ordered.
• Ensure that patient admin is completed correctly.
• Check all stock coming into the practice and record all shortages from delivery.
• On-going research and evaluation of office technology systems.
• Making sure the team hit their KPI goals
• Maintain a log of all passwords, access codes and serial numbers of equipment and software used in the practice. This should be always kept in the safe.
• Carry out full reception duties as and when required.
• Ensure private targets are met.
• To complete practice audits.
• Evaluate opportunities for local marketing initiatives by monitoring the source of new patients and comments of existing patients.
• Ensure that internal marketing standards are maintained.
• Monitor patient feedback using questionnaires provided at prescribed intervals.
• Handle patient’s complaints from initial complaint through to resolution. Liaise with other members of the team as necessary.
• Ensure there are no bad debts, and if there are it needs to be chased immediately

2. Staff Management and Development:

• Recruit, train, and manage practice staff, including dental nurses, hygienists, and receptionists, with the support of recruitment.
• Manage the DCME Portal and ensure all staff are up to date with mandatory training, including infection control, safeguarding, and health and safety protocols.
• Maintain accurate staff records, including training, performance, and disciplinary records through the DCME portal.
• Conduct yearly performance reviews and encourage professional development through training and mentorship.
• Promote a positive working environment, fostering good team communication and a focus on patient-centred care.
• Liaise between dentists, staff and patients to ensure the smooth running of the practice, ensuring that the dentists and staff are kept aware of any problems and complaints that patients may make with regard to the running of the practice or the provision of treatment.
• Monitor Hepatitis B Vaccinations of all staff following relevant procedures.
• Lead by example and motivate all the staff to work as a team and in accordance with the policies of the practice.
• Arrange induction training for a new team member and ongoing training for the existing team.
• Monitor and record holiday and sickness time. Ensure sufficient cover is available for holidays, attendance and sickness, by creating weekly rotas for the practice and managing through Rota Cloud.
• Ensure that adequate levels of staff are always available.
• Ensure that staff adhere to the practice dress code.
• Identify the development needs of both staff within the clinic and the clinic itself and to ensure these areas are forwarded to the partners.
• Ensure staff are fully trained on all systems and the training is updated as and when required.
• Create payroll information every month.
• Deal with all staffing issues. E.g. disciplinary.
• Ensure that equipment is regularly serviced and that service contracts are taken out where appropriate.
• Maintain a log of all keys and to whom they have been issued. Ensure duplicate sets are kept in the safe.
• Ensure clinical waste procedures are followed in accordance with COSHH guidelines.
• Ensure fire procedures are carried out by all staff.

3. Compliance with CQC Standards:

• Ensure compliance with CQC regulations, including the fundamental standards of care as outlined in the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014.
• Prepare for and manage CQC inspections, ensuring that the practice meets all necessary regulatory standards.
• Maintain up-to-date knowledge of CQC guidelines and implement necessary changes to meet these requirements.
• Ensure patient safety and care standards are continuously monitored and improved where necessary.

4. Financial Management:

• Oversee practice finances, including budgeting, invoicing, and payroll management.
• Develop financial strategies to optimise practice profitability, while ensuring high standards of care.
• Monitor income, expenditure, and cash flow and report to the practice owner/principal dentist regularly.
• Ensure that all financial procedures comply with relevant tax and accounting regulations.

5. Patient Care and Customer Service:

• Ensure high standards of patient care, addressing any complaints or concerns promptly and effectively.
• Monitor patient satisfaction through feedback and surveys, and take steps to improve the service provided.
• Ensure that all patient records are maintained confidentially, in compliance with data protection regulations (GDPR).
• Maintain a professional, patient-friendly environment and ensure patients are treated with respect and dignity.

6. Marketing and Business Development:

• Develop and implement marketing strategies to attract new patients, retain existing ones, and promote the practice’s services.
• Oversee the practice’s online presence, including the website and social media channels, ensuring they are updated and accurate.
• Implement referral schemes, promotions, and other initiatives to support the practice’s growth.

7. Health and Safety, Infection Control, and Risk Management:

• Ensure the practice complies with all health and safety regulations, including risk assessments and safe working practices.
• Maintain high standards of infection control, ensuring the practice follows protocols for sterilisation and cross-contamination.
• Conduct regular audits of the practice’s infection control procedures and ensure all staff adhere to them.
• Develop and maintain emergency procedures for managing medical incidents, including medical emergencies and fire safety.

8. Reporting and Administration:

• Maintain and review accurate patient records, ensuring they are complete and comply with legal and regulatory standards.
• Handle insurance claims, billing, and payments, ensuring that all financial records are accurate.
• Prepare and review regular reports on practice performance, including patient visits, financial health, and staff performance.

Skills and Qualifications:

• A recognised qualification in practice management or business management (e.g., NEBDN, ILM, or equivalent) is desirable.
• Proven experience in dental practice management or healthcare management.
• In-depth knowledge of CQC standards and the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014.
• Strong leadership and organisational skills with the ability to manage a team effectively.
• Excellent communication and interpersonal skills, with the ability to engage with both staff and patients.
• Financial management skills, including budgeting and financial reporting.
• Proficiency in dental practice management software (e.g., Dentrix, R4, or similar).
• Knowledge of data protection (GDPR) and confidentiality requirements.

Working Conditions:

• The role is based in a dental practice setting with the requirement to work in an office environment, including sitting for extended periods.
• The role may require occasional out-of-hours work, such as evenings or weekends, to meet the needs of the practice.

Physical Requirements:

• Ability to sit or stand for long periods.
• Ability to move around the practice to supervise and manage staff and practice operations.

Personal Attributes:

• Strong attention to detail and organisational ability.
• Ability to handle confidential information with professionalism and discretion.
• Proactive and able to work independently as well as part of a team.
• Commitment to providing excellent patient care in line with practice values and regulatory requirements.

Job Types: Full-time, Permanent

Pay: £35,000.00-£45,000.00 per year

Additional pay:

• Bonus scheme

Schedule:

• 8 hour shift

Work Location: In person

Application deadline: 15/12/2021