The posting
Position: Clinic Manager Location: West Family Clinic, Clementi Avenue 1, Singapore Employment Type: Full-time
1. Job Summary
The Clinic Manager is responsible for overseeing the day-to-day operations of the general practice (GP) clinic to ensure efficient service delivery, high standards of patient care, regulatory compliance, and sound business performance.
The role involves managing clinic staff, coordinating administrative workflows, monitoring financial and operational performance, maintaining clinic inventory, and ensuring compliance with applicable Singapore healthcare regulations and internal policies.
The successful candidate should be organised, proactive, service-oriented, and capable of managing a primary care clinic independently.
2. Key Responsibilities
A. Clinic Operations
- Oversee daily clinic operations to ensure smooth patient registration, consultation flow, payment collection, and appointment management.
- Ensure the clinic opens and closes according to scheduled operating hours.
- Maintain adequate staffing levels and coordinate staff schedules, leave, and shift coverage.
- Develop, implement, and improve standard operating procedures (SOPs) for clinic workflows.
- Ensure clinic facilities, equipment, and common areas are clean, safe, organised, and well maintained.
- Coordinate maintenance, servicing, and troubleshooting of clinic equipment and IT systems.
B. Staff Management and Development
- Supervise, train, and support clinic assistants and other administrative staff.
- Conduct staff onboarding and ensure employees are familiar with clinic policies, workflows, and service standards.
- Monitor staff performance, provide feedback, and address operational or conduct issues.
- Foster a professional, collaborative, and patient-centred working environment.
C. Patient Service and Experience
- Ensure patients receive courteous, efficient, and professional service.
- Handle patient feedback, complaints, and service recovery in accordance with clinic policies.
- Maintain patient confidentiality and ensure proper handling of patient records and personal data.
- Coordinate follow-up appointments, referrals, medical reports, and other administrative requests.
- Ensure administrative staff communicate clearly with patients regarding fees, appointments, and clinic processes.
D. Billing, Finance and Administration
- Oversee accurate billing, payment collection, receipt issuance, refunds, and daily cash reconciliation.
- Supervise claims administration for applicable schemes, including CHAS, MediSave, corporate healthcare programmes, and third-party administrators (TPAs).
- Monitor claims submissions, rejections, outstanding payments, and follow-up actions.
- Maintain accurate administrative records and prepare regular operational and financial reports.
- Monitor petty cash, operating expenses, supplier invoices, and payment schedules.
E. Inventory and Procurement
- Monitor stock levels of medications, vaccines, consumables, stationery, and other clinic supplies.
- Coordinate procurement, supplier quotations, purchase orders, deliveries, and invoice verification.
- Minimise wastage, expiry losses, stock discrepancies, and unnecessary expenditure.
- Maintain appropriate stock storage, temperature monitoring, and inventory records in accordance with clinic procedures and applicable requirements.
F. Regulatory Compliance and Risk Management
- Maintain up-to-date administrative documentation, licences, permits, staff records, and compliance checklists as applicable.
- Coordinate preparation for inspections, audits, and regulatory submissions under the direction of the Clinic Director.
- Ensure clinic SOPs for infection prevention, waste disposal, emergency preparedness, incident reporting, and data security are followed.
- Protect confidential patient and business information and ensure access to records is appropriately controlled.
- Report incidents, suspected breaches, medication or vaccine handling issues, and compliance concerns promptly.
- Support implementation of corrective and preventive actions following audits, complaints, or incidents.
G. Business Development and Performance Improvement
- Prepare periodic reports and highlight trends, operational bottlenecks, and areas for improvement.
- Support corporate panel and TPA administration, including onboarding, credentialing documentation, and maintenance of provider requirements.
- Assist with patient communications, health screening programmes, community outreach, and approved marketing initiatives.
- Identify opportunities to improve patient retention, operational efficiency, service quality, and profitability without compromising clinical care.
- Work with the Clinic Director to implement business and operational improvement initiatives.
3. Qualifications and Requirements
- Diploma or degree in healthcare management, business administration, hospitality management, or a related field is preferred.
- Previous experience in clinic management, healthcare administration, or medical practice operations is required.
- Experience managing staff, schedules, billing, inventory, and administrative workflows.
- Familiarity with Singapore healthcare schemes, including CHAS, MediSave, corporate panels, and TPA claims, is an advantage.
- Familiarity with clinic management systems, electronic medical records, Microsoft Office, and basic financial reporting.
- Strong organisational, communication, interpersonal, and problem-solving skills.
- Ability to work independently, manage competing priorities, and maintain attention to detail.
- High standards of integrity, confidentiality, professionalism, and patient service.
4. Working Arrangements
- Working hours will follow the clinic's operating schedule and agreed employment terms.
- The role may require occasional work outside normal hours to address operational issues, audits, staff shortages, or urgent administrative matters, subject to applicable employment requirements.
- The manager is expected to maintain regular communication with the Clinic Director and provide timely updates on significant operational matters.
