The posting
An exciting opportunity is available for an accomplished Senior Practice Manager to take a key leadership role within a busy, well-established and growing private specialist medical practice across Pretoria and Centurion. We are looking for a mature, highly capable professional who can take ownership of operations, lead a team with confidence, and ensure the smooth and efficient running of both practices.
The role is split across two sites (Pretoria and Centurion) and reports directly to the Medical Specialist.
This is a senior leadership position requiring someone who is organised, driven, firm and assertive, with the confidence to manage a multidisciplinary team and take ownership of the day-to-day running and coordination of the practices.
The successful candidate will work closely with the Medical Specialist and will be responsible for ensuring that the practices operate in a structured, professional and efficient manner, while maintaining a high standard of patient care and service.
This opportunity would suit someone who enjoys implementing structure, managing people and processes, and ensuring that standards are consistently maintained.
Key Responsibilities
Practice Management and Operations
- Take responsibility for the day-to-day operational management of both practices.
- Ensure the practices function efficiently, professionally and consistently.
- Establish and maintain effective systems, procedures and workflows.
- Develop, implement and monitor Standard Operating Procedures (SOPs).
- Ensure SOPs and practice policies are understood and consistently followed.
- Identify operational inefficiencies and implement practical solutions.
- Monitor workflow, productivity and service delivery.
- Ensure administrative processes are structured, accurate and efficient.
- Manage the coordination and operational requirements between the two practice locations.
- Ensure the practice is appropriately resourced and operationally prepared each day.
- Take ownership of issues and ensure that they are followed through to resolution.
- Manage and drive projects, including accreditations, inspections, audits and practice improvement initiatives.
- Ensure compliance with applicable healthcare regulations, including HPCSA requirements and POPIA obligations relating to patient data.
- Oversee practice-management software, electronic health records and data-security protocols.
- Coordinate with medical schemes on pre-authorisations, audits and funder relationships.
- Support practice growth initiatives, referral-network management and the practice's professional profile.
- Ensure occupational health and safety protocols are maintained, particularly in relation to oncology-specific requirements.
- Train staff and ensure compliance with established procedures.
- Create clear accountability within the team.
- Regularly review whether systems are working effectively.
- Ensure changes to processes are communicated and implemented properly.
- Maintain appropriate administrative and operational records.
Team Leadership and Management
- The (Senior) Practice Manager will directly manage a team of 4 people (minimum) within each practice e.g. receptionist, nursing staff etc.
Responsibilities will include:
- Provide strong, visible and professional leadership to the team.
- Set clear expectations, standards and responsibilities.
- Delegate effectively and ensure accountability.
- Monitor performance, productivity and conduct.
- Address performance concerns promptly and appropriately.
- Manage staff leave, attendance and scheduling.
- Conduct regular team meetings and ensure effective communication.
- Develop and mentor staff where appropriate.
- Promote teamwork, professionalism and mutual respect.
- Manage conflict confidently and fairly.
- Ensure team members remain accountable for their responsibilities.
- Lead by example and maintain high professional standards.
- Act as a single point of contact for all clinical and support staff, and ensure the effective performance of each department individually and as part of a larger system. This includes administrative processes, medical aid authorisations, patient data management, bookings, coordination between practices, and the like.
The successful candidate must be comfortable being firm and assertive when required and should not shy away from difficult conversations or performance-management matters.
Financial and Business Administration
- Oversee the administrative and business functions of the practices.
- Liaise with billing and accounting service providers.
- Monitor practice expenditure and operational costs.
- Assist with budgeting and financial administration.
- Monitor stock, supplies and ordering.
- Ensure appropriate controls are in place to minimise wastage and unnecessary expenditure.
- Review administrative reports and identify issues requiring attention.
- Prepare and present regular operational reports and KPI dashboards to the Medical Specialist.
- Support the Medical Specialist with the commercial and operational management of the practices.
Patient Experience
- Ensure consistently high standards of patient service.
- Ensure patients and their families are treated with professionalism, empathy and dignity.
- Monitor patient complaints and concerns and ensure appropriate resolution.
- Ensure patient flow and administrative processes are efficient and improve them where issues are identified.
- Maintain a calm, professional and organised environment despite high patient volumes.
- Maintain confidentiality and appropriate handling of sensitive patient information.
Leadership and Relationship Management
- The (Senior) Practice Manager will act as the key operational link between the Medical Specialist and the practice team.
The role requires someone who can:
- Communicate confidently with the Medical Specialist.
- Provide regular feedback regarding practice operations.
- Identify problems and present practical solutions.
- Make appropriate operational decisions independently.
- Escalate matters when necessary.
- Maintain professional boundaries.
- Build strong working relationships with doctors, nurses, clinical staff and administrative staff.
- Balance the needs of the business, medical team and patients.
Experience and Qualifications
- Manage people, processes and operational responsibilities in a senior operational role, ideally with strong experience within a private medical practice, clinical environment or broader healthcare sector.
- Proven experience in a management or senior operational role.
- Experience managing and leading a team.
- Strong understanding of operational processes and systems.
- Experience developing, implementing or managing SOPs.
- Strong organisational and administrative skills.
- Excellent communication and interpersonal skills.
- Ability to manage multiple priorities in a high-pressure environment.
- Strong computer literacy and Microsoft Office skills.
- Demonstrated ability to work independently and follow through on responsibilities.
- Experience with medical billing and debtors.
- A business, management, healthcare management or related qualification.
- Medical practice or healthcare management experience.
- Experience within a specialist medical environment.
- Experience managing multidisciplinary teams.
- Experience working across more than one site.
- Familiarity with healthcare regulatory requirements (HPCSA, POPIA, Department of Health standards).
- Experience managing practice-management software or electronic health record systems.
The ideal candidate will be:
- Highly organised
- Driven and self-motivated
- Mature and emotionally intelligent
- Confident in managing people
- Strong in leadership
- Structured and process-driven
- Accountable and results-oriented
- Proactive and solutions-focused
The successful candidate will be a mature, experienced and business-minded professional with genuine management capability who understands that being a (Senior) Practice Manager is about leading people, establishing systems, maintaining standards, solving problems, improving processes and taking accountability for the overall operation of the practice. The Medical Specialist can rely on this person to provide structure, manage the team and ensure that the practices run efficiently on a daily basis.
Start date:
ASAP
Only candidates who meet all the minimum requirements stipulated in the advert, will be considered. If you do not hear from us within two weeks of your application, please consider your application as unsuccessful.
