Clinic Operations Manager

Overview Looking for a motivated and inspired individual to become a key collaborator and contributor to our expanding allied health and integrative health clinic: Inspiring Choices HQ, and Oxygen4Life. Prior practice management experience in health and wellness is required - most importantly the right attitude and cultural fit will be given preference. The practice manager will have a keen interest in integrative health and a desire to deliver the highest quality patient care. They will be responsible for managing all functions and operations across clinic, including leading and inspiring staff while managing the business, day-to-day operations, supporting the best patient care, administrative support, and general ad-hoc duties as they may arise. They will know when appropriate to delegate tasks to staff and will have a clear understanding of all operations and projects within the clinics, managing and monitoring the development of projects, and reporting to the Lead Physician and CEO, and Executive Manager (Management Team). The practice manager will work directly under the Management Team. This is a good opportunity for the right candidate to continue to develop their professional skills. Who We Are We are a team of Allied Health and Integrative Health professionals, family centered and offering Chiropractic, Hyperbaric Oxygen Therapy, Nutrition, Naturopathy & Herbal Medicine therapies, as well as Emotional & Behavioural Support, Neurologically-based Movement, and Sensory and Cognitive therapies for children. We are looking for the right candidate that will fit well into our integrative team to contribute and uphold our clinic culture. Role Overview & Key Responsibilities Implement, and maintain office policies and procedures. Ensure compliance with OSHA, AHPRA regulations, NDIS auditing, Medicare and Private Health regulations, provider and staff credentialing for health professionals. Monitor the productivity of employees, practitioners, and collaborators, and compliance with clinic Policies & Procedures. Oversee finances, including weekly and monthly financial reporting, budgets, staff payroll and reimbursements. Approval of timesheets and payslip processing for Payroll (Xero). Conduct quarterly performance reviews and clinic team meetings, providing personal development feedback to staff, encouraging retention, and reporting performance to head management team. Set agenda and run staff meetings. Interview, hire and train a productive clinic office team, including orientation for all new staff into the clinics. Development of staff contracts, provider agreements, and job descriptions. Supervise clerical and reception staff, ensuring effective patient scheduling, registration, data entry and processing, payments, and financial counselling meet high standards. Maintain staff work schedules to ensure adequate staffing and vacation schedule, to ensure best client care. Create and support a smooth and efficient clinic environment. Clear and efficient distribution of clinic information, memos and updates to all clinic staff. Promote excellent customer service and patient care. Respond maturely and sensitively to address client grievances. Handle all complaints, incident reports and concerns, triage to appropriate staff, follow up for resolution, and management of information flow to Human Resources. Management of staff and client conflict. Problem solving in daily operations for non-medical issues. IT knowhow and troubleshooting. Data backup management of confidential clinic information. Purchase and restock of office supplies, products, and stock take. Networking and engagement with providers, professionals, and community groups for clinic promotion and ongoing business development. Skills & Experience BS or BA in Business, Management, or a related field of study mandatory. Minimum 3 years experience in Allied Health, medical practice using private health insurance, medicare and NDIS management experience. NDIS framework knowledge required. Strong Administrative, bookkeeping, and organisation skills (you\'re an administrative all-rounder) Project management skills, time management skills, and ability to manage multiple projects effectively. Strong interpersonal & communication skills (effective people management) Sensitive in confidentiality of staff and patient information Ability to work effectively and prioritise in a fast-paced environment. Be adaptable in their job role. Self-driven and ability to manage workflow. Ability to pick up new skills and desire to learn and grow professionally. Strong computer skills and IT knowhow, including: Experience in Microsoft Office Suite. Experience in Google Workspace (G Suite). Experience in Xero Payroll. Experience in Cliniko. Experience in Wix and Weebly website editor (desirable). Current QLD Blue Card accreditation (Working With Children Check) - or willingness to acquire. Current Yellow Card accreditation (Disability Screening Clearance) - or willingness to acquire. Current First Aid & CPR Certification - or willingness to acquire. Reliable and access to personal transport. Other Desirable Skills Maintain educational and promotional material and brochures (you\'re creative with an eye for design) Promotion of the clinic and its services, including but not limited to: Development and implementation of marketing plan, website management, social media management and Google Ads management (you are able to delegate tasks and manage staff/external contractors, and report development of projects back to the Management Team). Specifics Of The Job Full-time Monday - Friday availability required (main hours of operations: 9 am to 5 pm). Annual Salary packages suited to the level of experience. Please send through your Resume and Cover Letter that showcases your experience in a similar role and why you consider yourself to be a great addition to our integrative team within your application. We respect every individual who applies for this role, but please be aware that due to the large stream of applicants we may not be able to reach out to every person. If successful in your application, a member of our management team will reach out to you via a phone call to begin the interview screening process. Benefits Employee discount Application Question(s) Do you have access to your own transport? Please list any experience you have in software packages listed in the 'Skills & Experience' portion of the job description. Experience Customer service: 3 years (Preferred) Practice manager: 3 years (Preferred) Work Authorization Australia (Preferred) Work Location: In person #J-18808-Ljbffr