ASSISTANT PRACTICE MANAGER / SENIOR ADMIN - THE SQUARE MEDICAL DUNDALK

Centric Health, founded in 2003, is a leading provider of integrated healthcare services with over 77 practices across Ireland, serving 200,000 patients annually. We are expanding rapidly in the primary healthcare sector across Europe, including Ireland, the Netherlands, and Germany. Our mission is to deliver compassionate, patient-centered care at an affordable price.

POSITION OVERVIEW:

The role of Assistant Practice Manager / Admin involves the smooth and efficient running of a busy GP Practice, overseeing the day-to-day running of the business, with responsibility for effectiveness in the areas of people management, patient experience, financial performance, and operational efficiencies.

SKILLS REQUIRED:

• Excellent interpersonal, communication and telephone skills
• Computer literate in Word/excel/E-mail
• Experience of computerised medical practice is desirable but not essential
• Willingness to be a team player and an ability to work on own initiative
• Excellent organisational skills
• Excellent customer service skills
• Flexibility
• Ability to use initiative and problem solve
• Discreet with adherence to patient confidentiality

ADMINISTRATIVE DUTIES

Responsible for general office management

• Answer phones and direct calls
• Reply to general email
• Organise and book patient appointments
• Meet and greet patients attending the practice
• Maintain GMS patient records and validate medical cards where relevant
• Maintain patient files in the patient administration system
• Oversee the collection of payments and issuing of receipts for payments

received and where relevant complete end of day reconciliation

• Maintain filing, scanning and all other paperwork on a daily basis
• Deal with all patient queries to completion and/or distribute to other team

members as required eg: prescription requests, social welfare certs, referral

letters etc

• Provide support function for medical staff and ancillary service providers
• Completion of any ad hoc projects or additional tasks as requested by

Practice Manager

• Strive to maintain a positive patient experience and high standard of care
• Ensure a proactive approach to all daily, weekly and monthly tasks within the

administrative function

• Report all IT issues to Central IT and support & train the Trim team in using

the IT system

• Support to Practice Manager in Operational Management of Clinic:
• To champion the delivery of an excellent patient experience by the

Administration team, e.g. keeping patients informed & going the extra mile

for the patient

• To assist with providing and monitoring KPI’s in conjunction with the Practice

Manager if required

• Liaise with third party providers offering ancillary services in the practice and

provide assistance and support when required

• Collation and submission of claims, e.g. GMS, Social Welfare, Childhood

vaccines, maternity etc.

• Assist with the management of staff rotas, ensuring that sufficient cover is in

place to meet business needs. To include monitoring the requirement for

suitable cover for annual leave across all disciplines

• Act as admin team lead and main point of contact for supporting the practice

Other Duties:
Skills Required:
in the absence of Practice Manager and where relevant to attend meetings in

the absence of manager

• In absence of Practice Manager, be first point of contact in dealing with

complaints

• Where required, or in the absence of the Practice Manager, provide

necessary information to all business partners (regional manager, finance,
HR, Locumotion, QSR) in the specified timelines and also ensure bank

lodgements are carried out in line with policy

• All staff, but particularly those with direct patient contact, have a

responsibility for the prevention of infection

• All staff have a responsibility to work with the company risk management

strategy and its requirements

OTHER DUTIES:

As deemed appropriate by the Practice Manager/Regional Manager/Partner Doctor. This job spec may be amended from time to time and additional tasks and duties added in line with business requirements.