Clinic Manager

Our client is a first-class private gynaecology practice with 7 consultant gynaecologists based in the West End of London. They are now opening their first independent outpatient clinic in the heart of London.

They are looking for a Clinic Manager. The role is crucial as it is the initial face-to-face contact point for many patients and will be responsible for the smooth running of the new clinic. The role will sit in the administration team and will report to the Practice Manager.

Key responsibilities

• Overall responsibility of the clinic; ensuring it is fully working and engaging contractors where necessary.

• Liaising with all patients, visitors, consultants and users of the clinic

• Assisting patients navigate the clinic

• Liaison and cooperative working with consultants and other centre staff

• Alongside Health Care Assistant/Nurse ensuring all consulting rooms are fully stocked.

• Ordering clinical/administrative equipment as required, working within budgets

• Day-to-day management of HCA/nurse

• Day-to-day management of certain subcontracted services

• Induction to the site of new team members

• Update company policies as needed

• Fire warden responsibilities for the clinic (training given)

Clinic Administration/Management

• Ensure clinic is fully stocked at all times; order stock in a timely manner

• H&S duties & Fire Safety

• Clinic and policy induction for new clinic staff

• Providing input to financial reports and working within budgets

• Deal with all enquiries according to the clinic policies

• Log enquiries, feedback and communications, while keeping management up to date at all times.

• To help facilitate audits, risk assessments (i.e. CQC audits)

• Day-to-day management of external teams (i.e. cleaning team, building facilities team)

• Deal with patient complaints and assist in incident review or investigations as needed

• Send out post in a timely manner when needed

• Monitoring of WC emergency alarm

• Filing of all patient correspondence when needed

• To keep up to date with all aspects of mandatory and statutory training

• To keep up to date with policies

The role will encompass some reception and front house duties, especially in the initial stages:

• Greet all patients and create a pleasant and relaxed atmosphere for patients. Manage any delays as required.

• Ensure reception and waiting areas are kept tidy and clean at all times.

• Patient registration, printing, checking and updating patient details upon arrival.

• Answer telephone calls promptly

• Assist patients with offering and helping get refreshments whilst waiting

• Organise and wait for courier collection of samples each day

• Open and distribute daily post in a timely manner

• Liaising with the main office

• Maintain up-to-date knowledge of all services and products

• Work with the secretary to collect reviews and feedback and take payments as required

Experience 

• The ideal candidate will have held a clinic management role previously and will ideally have experience of managing people

Desirable qualities include:

• Logistics management, resource planning and project management experience.

• Medical receptionist/ front of house experience

• PC experience (MS Office Suite) essential, including Excel.

• Practice manager (DGL) software experience (valuable but not essential)

Required Qualities

• Positive attitude and demeanor

• Excellent customer service skills and good telephone manner

• Sympathetic and caring; patients can sometimes be anxious or worried

• When speaking with patients a discreet approach is required. The nature of our work is confidential and often sensitive

• Awareness of GDPR and patient confidentiality

• High attention to detail

• Excellent time keeping skills and multidisciplinary working

• A willingness to pitch in and work outside of the core responsibilities of the role; we are a small team and we all work as needed from time to time.