Dental Practice Manager

Job Description

MedicFirst Saltwater Coast – Point Cook VIC

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

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

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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.

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THE ROLE

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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.

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

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WORKING HOURS

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

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TEAM LEADERSHIP

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

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

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

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

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

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

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

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

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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.

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ESSENTIAL

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

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