Dental Practice Manager

We are growing! We have just installed our 3rd chair and we are looking for someone to help us through this growth phase.

• Lead an established and expanding dental practice, with a new treatment chair and new practitioners joining the team.
• Part-time to full-time role, with 26 to 38 hours per week available.

ABOUT US

Alkassab Dental Surgery is the dental division within MedicFirst and has been providing dental care to the Point Cook community since 2008. Alkassab Dental Surgery is a Members First provider for Medibank, Bupa and HCF and is continuing to grow, with a new treatment chair, new practitioners and an expanding dental team.

THE ROLE

We are looking for an experienced Dental Practice Manager to oversee the day-to-day running of the practice and lead our reception and dental nursing teams.

The role has a strong focus on team leadership, practice operations, recalls and rebooking, patient experience, clinician experience and improving systems across the practice.

WORKING HOURS

• We are looking for someone available between 26 and 38 hours per week.
• Weekday operating hours are 8:45 am to 6:00 pm.
• Saturday operating hours are 9:00 am to 4:00 pm.
• Rotating Saturday availability is required.

KEY RESPONSIBILITIES

TEAM LEADERSHIP

• Lead and support the dental reception and nursing teams.
• Oversee the dental assisting team and maintain a strong understanding of DA roles, responsibilities and day-to-day workflows.
• Set clear expectations and maintain accountability across the team.
• Run regular reception and nursing team meetings and individual check-ins.
• Record key actions from meetings and follow them through.

DAY-TO-DAY PRACTICE OPERATIONS

• Oversee the smooth day-to-day running of the practice.
• Manage operational issues as they arise and coordinate solutions with the relevant team members.
• Make sure treatment rooms, equipment and resources are appropriately prepared and available.
• Oversee dental assisting workflows, including room preparation, changeover, clinician support and coordination across the day.
• Improve workflows and day-to-day efficiency across the practice.

RECALLS, REBOOKING AND CARE MANAGER

• Own the practice recall system and make sure overdue patients are followed up consistently.
• Own Care Manager and make sure outstanding tasks are allocated and actioned.
• Own the practice rebooking rate and work with reception to improve the number of patients leaving with their next appointment booked.
• Follow up patients with outstanding treatment plans, making sure they understand next steps, costs and payment options.

PATIENT AND CLINICIAN EXPERIENCE

• Manage patient concerns and complaints and follow them through to resolution.
• Review feedback from patients who see newly onboarded dentists and identify any recurring issues.
• Hold regular check-ins with dentists to understand what is working well and where support is needed.
• Make sure dentists have appropriate nursing, reception and administrative support.
• Support the onboarding and integration of new dentists and work to improve the overall working experience for clinicians.

RECRUITMENT, ROSTERING AND STAFF DEVELOPMENT

• Lead recruitment and interviewing for reception and nursing roles.
• Coordinate onboarding, induction and training for new team members.
• Prepare and manage staff rosters, annual leave and staffing coverage.
• Manage performance and conduct matters with support from the Business Manager.
• Identify training and development needs across the reception and nursing teams.

PRACTICE GROWTH

• Identify opportunities to grow new patient numbers and increase awareness of the practice's services.
• Identify underutilised services and opportunities for further growth.
• Work with the Marketing Manager to make sure leads from advertising and promotions are followed up.
• Provide feedback to the Business Manager and marketing team on patient demand, enquiries and opportunities for new services.

STOCK AND SUPPLIERS

• Oversee dental stock and inventory.
• Manage ordering and replenishment and make sure essential materials are available.
• Manage supplier relationships and resolve supply issues.
• Review stock usage and reduce unnecessary wastage and over-ordering.

SYSTEMS AND PROCESS IMPROVEMENT

• Develop, document and improve practice SOPs.
• Review reception and clinical workflows and identify opportunities to improve them.
• Make sure agreed processes are followed consistently across the team.
• Oversee the use of EXACT across the practice, including recalls, Care Manager, data quality and staff training.

ABOUT YOU

We are looking for someone who is organised, proactive and comfortable leading a team and taking responsibility for practice operations. Strong communication, follow-up and problem-solving skills will be important in this role.

ESSENTIAL

• Previous dental practice management or senior dental administration experience in Australia.
• Experience leading a dental front office, reception or nursing team.
• Strong understanding of dental assisting roles, workflows and the day-to-day support DAs provide to clinicians.
• Strong organisational, communication and people management skills.
• Full Australian working rights.
• Availability to work between 26 and 38 hours per week, including rotating Saturdays.

DESIRABLE

• Experience using EXACT
• Certificate III or IV in Dental Assisting, or a relevant practice management qualification.

HOW TO APPLY

Please submit your CV together with a short cover letter outlining the dental practice or practices you have worked in, the practice management software you have used, and one process or system you have helped improve.