Practice Manager, East, Norfolk, Norwich –
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Practice Manager

Norwich Osteopathic Clinic

Norwich, Norfolk

Job ad details
Job ID
Job type
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Accounting and Finance, Admin, Secretarial, PA, Health & Safety, Human Resources, Medical and Carers, Management & Business, Customer Services

Clinic background

Celebrating 10 years in 2018, our clinic has won awards for excellent customer service two years' running (2016 & 2017). We are seeking a part-time practice manager to commence as soon as possible in December to enable a sufficient handover.

Hours/Days of work

This job is offered either (a) 5 mornings a week, 8.30 am - 1.00 pm, Monday - Friday, or (b) 6 mornings a week, 8.30 am - 1.00 pm Monday to Friday and Saturday 9.00 am - 1.00 pm (salary would increase accordingly if working the Saturday aswell

Application process

Please apply by email by clicking the 'apply via email' button with (a) covering letter which sets out how your skills match our role requirements, an indication of whether you would consider the 5 or 6 day option, and why you would like the position, and (b) your CV.

Applications must be received by close of play on Wednesday 29 November 2017. We reserve the right to close this vacancy early if we receive sufficient applications so early responses are encouraged.

Interviews are scheduled for week commencing 4 December 2017 - please indicate any days/dates/times we should avoid if you are successful.

Responsibilities and Duties

Provide an excellent customer service for our patients:

-Respond to general patient enquiries appropriately, both on the telephone and face-to-face;
-Answer the telephone professionally and in a timely manner;
-Book appointments, and manage the clinic diary, using the online system to send welcome letters for new patients, following up on non-arrivals, those that do not re-book etc;
-Welcome patients and visitors to the practice in a friendly and courteous manner;
-Sell items we stock to patients;
-Process payments from patients and record it accurately;
-Provide printed receipts to patients as required;
-Keep the reception area tidy and fitting to clinic standards

Provide efficient administrative support for our practitioners:

-Print each practitioners patient list and extract patient files at the start of each session.
-Filing, archiving, photocopying, scanning and posting as required.
-Typing occasional patient letters.
-Distributing and disseminating post and emails.

Management of the clinic:

-Update the patient database and undertake checks of patient details when required;
-Stocktaking and purchasing of both clinic consumables and items for sale;
-Co-ordinate quarterly Clinic meetings including setting dates, liaising with other practitioners, taking minutes, writing up the minutes and, after approval, follow up on identified action points;
-Co-ordinate Special Days eg Open Day, Scanning days or similar (this can include publicising event, liaising with practitioners);
-Manage cleaner including purchasing of cleaning products as required


-Undertake bank reconciliation duties and cash count on a weekly basis;
-Cash handling and responsibility for petty cash;
-Input patient payments into online system and create invoices therein;
-Use of accounts system to generate sales invoices;
-Inputting and coding purchase invoices;
-Oversee and manage creditors and chase payments;
-Generate invoices for insurance payments, chasing as necessary

Human Resources

-Assist with any recruitment processes for new practitioners/staff;
-Undertaken Inductions for new practitioners including training in appointment system, payments and health & safety;
-Ensure necessary contracts are drawn up, signed an in place;
-Ensure copies of professional certificates and malpractice insurances are provided and renewed annually;
-Maintain Personnel files;
-Maintain training records;

Health & Safety

-Act as main contact for equipment testing (undertaken annually);
-Act as main contact for fire extinguisher testing;
-Maintain Health & Safety log of checks;
-Instigate and prepare annual Risk Assessments covering Fire, Health & Safety & COSHH
-Ensure Practitioners are aware of their health & Safety responsibilities and refresh annually;


-Health & Safety duties as described in 6 above;
-Manage ongoing renewals of practitioner and clinic memberships, insurances and subscriptions;
-Review and update clinic protocols and procedures;
-Ensure all requirements pertaining to Data Protection are met, in particular those relating to the GDPR to be implemented in May 2018

New business:

-Working with the Clinic Director, develop new marketing strategy on an annual basis and coordinate fulfilment;
-Continue to develop established links with local advertisers, magazines, printers and similar, identifying other organisations that could be beneficial in the future;
-Develop and manage new and existing contracts with healthcare insurance providers;
-Manage and review new and existing online registers (eg WhatClinic, FindAnOsteopath etc);
-Manage established links with local businesses and affiliations and develop new ones as appropriate;


-Be proactive in the identifying and running of projects that help improve the Clinic;
-Run Customer Service improvement projects;
-Comply with all in house and statutory Health & Safety procedures;
-Comply with Data Protection: Non-disclosure of sensitive information;
-Assist in the closing and securing of the building at the end of the working day;
-Any duty that may be properly deemed by the Clinic Director to be part of the role of receptionist.



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Job ad details
Job ID
Job sector
Accounting and Finance, Admin, Secretarial, PA, Health & Safety, Human Resources, Medical and Carers, Management & Business, Customer Services
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