Practice Manager

About the role

Part Time 4 days or Full Time

The Practice Manager is responsible for the strategic and operational leadership of Berwick Colorectal & Surgical Specialists. This role oversees all administrative, financial, and human resource functions of the practice - ensuring systems are efficient and compliant, staff are well-supported, and the practice operates to the highest standards of governance, patient experience, and financial performance. The Practice Manager is the primary point of accountability for practice-wide policy, procedure, and continuous improvement.

Key responsibilities

• Assist Directors in strategic planning activities, including providing operational insights and data-driven recommendations, identifying opportunities for efficiency improvements and service optimisation, and supporting planning initiatives relating to workforce, workflow, and business growth

• Review, update, and continuously improve systems and workflows within Genie/Gentu PMS to maximise efficiency and accuracy

• Manage Genie/Gentu configuration including templates, appointment types, user access, and task management settings

• Identify system gaps and implement solutions that streamline administrative and clinical workflows

• Liaise with Magentus support as required for system troubleshooting, updates, and new feature adoption

• Maintain and improve digital filing structures and document management practices within the PMS

• Co-ordinate front reception operations and provide reception cover as required

• Manage administrative coordination between clinical, reception, and external stakeholders

• Oversee accurate and compliant billing, receipting, and configuration management in Eclipse, including troubleshooting and multi practitioner allocations

• Manage EOD/EOM audits, banking, reconciliations, and financial reporting to bookkeeper and each director

• Monitor debtors, follow up outstanding/rejected claims, aged debt, and unmatched banking transactions

• Ensure compliance with Medicare, private health funds, WorkCover, and TAC billing requirements

• Manage inpatient and surgical billing for all surgeons, including high volume cycles, PRODA verification, hospital liaison, and gap payment confirmation

• Process refunds, cash and cheque receipts, and ensure secure, accurate reconciliation across all billing systems

• Manage end-to-end orientation and induction processes for new staff and consultants

• Develop, maintain, and update staff contracts in line with practice requirements and applicable awards

• Manage staff rosters and timesheets, including leave management and cover arrangements

• Facilitate and manage staff and business meetings, including preparation of agendas and minutes

• Support recruitment, onboarding, and performance management processes

• Monitor and track individual and team Key Performance Indicators (KPIs) across all administrative and operational roles

About you

• Demonstrated experience in medical or specialist practice management

• Sound knowledge of medical billing, including Medicare, private health funds, WorkCover, and TAC

• Proven experience in staff management, including rostering, onboarding, and performance management

• Strong financial acumen, including experience with EOM reporting, banking, and budget management

• Demonstrated ability to develop and implement policies, procedures, and SOPs

• Excellent written and verbal communication skills with the ability to engage effectively with clinicians, staff, and external stakeholders

• Strong organisational skills with the ability to manage competing priorities in a fast-paced environment

• High attention to detail and commitment to accuracy across all administrative functions

• Experience in a specialist medical practice (desirable)

• Diploma in Practice Management or equivalent (desirable)