Job Title: Practice Manager

Location: Bend Orthopaedics

We are a busy and fast-growing orthopaedic practice with a strong and expanding medicolegal referral base. Our team is committed to delivering high-quality patient care alongside efficient, well-structured business operations. Over the next six months, we will be relocating and expanding, growing from managing one orthopaedic practice to overseeing two separate orthopaedic businesses located on the same site.

We are seeking a dynamic and experienced Practice Manager to lead this transition and take responsibility for the development, implementation, and management of patient services and business operations across both businesses. For the right person, this is a rare opportunity to step into a key leadership role and grow alongside an innovative and evolving practice.

Position Summary:

Oversee the development, implementation, control, and assessment of the practice's patient services and business operations to ensure high-quality care and efficient management.

Key Skills & Competencies:

· Strong leadership and decision-making abilities.

· Excellent financial acumen and business management expertise.

· Effective communication and interpersonal skills.

· Advanced knowledge of healthcare regulations and compliance standards.

· Ability to manage multiple priorities and adapt to changing demands.

· Strategic thinking with a focus on long-term practice success.

Duties and Responsibilities:

Confidentiality:
Responsible for ensuring strict confidentiality of patient and Practice records and information is maintained.

Caring Attitude:
Display and foster a caring and positive attitude amongst all staff.

Responsibilities:

Develop, implement, and maintain high-quality Practice services.
Communicate effectively with all stakeholders, including patients, suppliers, medical practitioners, other professionals, and support staff, about the Practice's service needs.
Ensure all personnel are trained in and provide excellent patient service.

Ensuring that patient referrals are being actioned in a timely way and that urgent referrals are accommodated

Booking patients for surgeries – ensuring booking forms, information packs, financial consents, and surgical consent for treatment are completed and filed

Coordination of theatres, including with anaesthetists, assistants, perioperative physicians, equipment

Diary management for Dr Cooke

Assisting with booking of national and international travel and accommodation for Cameron for conferences and medicolegal work

Ensuring Cameron’s leave for PA Hospital is submitted

Maintaining Dr Cooke’s research registry

Maintenance of the Bend Orthopaedics website

Overseeing the medicolegal side of the business, including marketing, bookings, briefs, and ensuring reports are sent out on time and invoiced

Ensuring the smooth day-to-day function of the practice

Oversee and track Medicolegal and WorkCover reports are sent within specified timeframes

Financial Operations:

Maintain the Practice's financial operations by establishing rates for patient care and allied services, defining profit margins, and undertaking cost evaluations.

Endeavour to improve cost efficiencies, reduce wastage, and minimise bad debts.

Develop inventory management systems to control costs and resources.

Prepare financial statements and conduct business performance analysis.

Oversee patient, health fund and third party claims to ensure payments are received in a timely manner.

Personnel Management:

Responsible overall for the Administration Team, the recruitment of personnel, and training and development

Responsible for work results of staff including planning, monitoring, and appraisal plus counselling, and disciplining employees.

Responsible for dispute resolution, particularly in respect to staff grievances, anti-discrimination and sexual harassment.

Promote the development of all staff by providing information, educational opportunities, and experiential growth opportunities.

Develop, implement, and review policies regarding personnel

Coordination of staff and business meetings

Ensure compliance with workplace regulations, employee entitlements, and industry awards.

Policies and Procedures:

Maintain and review Practice policies and procedures. Ensure all personnel are aware of and comply with all Practice policies and procedures.

Reviewing and implementing policies and procedures

Maintaining document management systems

Ensuring all insurances for Dr Cooke and the practice are up to date and distributed to relevant parties when due

Accreditation:

Ensure all accreditation requirements are met and maintained. Further, the Practice complies with federal, state, and local legal requirements, including both existing and new legislation.

Strategic Planning and Marketing:

Develop marketing strategies, including identifying markets, promotion and advertising.

Review and development of Practice services, research, and liaison with appropriate professionals and services related to marketing and public relations

Develop and execute business strategies to support long-term growth.

Plan and implement marketing strategies to enhance patient engagement and practice visibility.

Monitor industry trends and implement innovations that enhance service delivery.

Practice Documentation:

Initiate and coordinate actions that encourage compliance with efficient procedures and detect aspects where improvements are possible.

Maintain the Practice Manual, ensuring all staff are informed of any changes or additions. You are required to be familiar with the contents of the Manual and follow or apply those policies, protocols and procedures in the course of your duties. A copy of the Practice Manual is located on the practice network.

Workplace Health & Safety:

You are responsible for taking reasonable steps to maintain your own health and safety and that of others at the Practice and for following workplace health and safety procedures and policies.
Provide advice on WH&S, conduct audits, conduct appropriate educational programs, address any unsafe or unsatisfactory conditions or practices, and ensure all injuries, illnesses, and occurrences are investigated and appropriately recorded and reported. Coordinated workers compensation claims and staff rehabilitation programs. The Practice Workplace Health and Safety Program and other related issues i.e. workers' compensation and rehabilitation, are fully outlined in the Practice Manual.

Information and Technology:

Responsible for the overall operation and maintenance of the Practice computer system, including liaison with suppliers, technicians, staff, evaluation of ongoing and future computer needs, and evaluation and implementation of new equipment and/or programs.

Assess and upgrade practice management software and IT systems.

Oversee the implementation of secure data management practices.

Develop cybersecurity protocols and data privacy policies.

Provide training on digital tools to enhance workflow efficiency.

Ensure compliance with health information regulations and electronic record-keeping standards.

Risk & Compliance Management:

Ensure legal and regulatory compliance in all aspects of practice operations.

Implement risk management strategies to safeguard financial, operational, and clinical integrity.

Develop and enforce patient confidentiality and data protection policies.

Establish insurance coverage and security procedures for staff and premises.

Oversee quality assurance programs and patient satisfaction initiatives.

Maintain infection control protocols and workplace safety standards.

Governance & Organisational Leadership:

· Develop leadership skills within the team and foster a culture of continuous improvement.

· Establish governance frameworks, policies, and decision-making structures.

· Conduct stakeholder needs assessments and facilitate positive relationships with key industry partners.

· Lead change management efforts to ensure smooth transitions in business operations.

· Oversee the development and enforcement of operational policies and procedures.

Clinical & Business Operations

· Optimise staffing models to ensure adequate coverage and efficiency.

· Oversee procurement, inventory management, and supplier relationships.

· Implement streamlined patient flow and communication systems.

· Support compliance with accreditation requirements and licensing obligations.

· Enhance clinical efficiency by developing structured workflows and procedural guidelines.

· Facilitate ongoing training and team-building initiatives for administrative and clinical staff.

Professional Development & Ethical Standards:

Commit to ongoing professional development and industry networking.

· Uphold ethical standards in practice management and decision-making.

· Promote a culture of accountability, integrity, and transparency.

· Encourage staff engagement in professional development activities.

· Maintain a balance between professional responsibilities and personal well-being.

Communication:

Foster and maintain cooperative relationships amongst all staff by imparting and exchanging information and building rapport.
Communicate effectively with patients, visitors, medical practitioners, nursing, and other support staff to ensure the smooth running of the Practice, with problems and difficulties avoided or resolved. Take part in, and encourage staff to be involved in, problem solving activities.

Patiet Complaints:

Apply knowledge, skills and abilities to resolve patient complaints. Ensure all staff are fully informed of and follow the Practice complaints protocol.

Miscellaneous:

Other duties may be required from time to time and are to be performed as directed.

How to Apply: If you are a proactive and dedicated professional looking to make a positive impact in a busy orthopaedic practice, we would love to hear from you.