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1. Main Functions:

The Operational Manager is responsible for overseeing the daily operations of the medical practice, ensuring efficient coordination between departments, compliance with operational standards, and the delivery of high-quality patient care. The role ensures smooth workflow, effective staff management, proper stock and equipment control, and consistent communication with management and clinical teams.

 

2. Key Responsibilities:

• A. Practice Operations Management

• Lead daily supervisory meetings to coordinate departmental activities and ensure smooth operations.

• Oversee staff performance and manage administrative, cleaning, and reception teams across all practice locations.

• Ensure building cleanliness, staff neatness, and adherence to hygiene standards.

• Oversee stock movement, supplier orders, and ensure adequate inventory levels for medical, cleaning, and stationery supplies.

• Maintain control of keys, access, and switchboard operations.

• Keep medical professionals informed of operational updates and changes.

• B. Administrative and Financial Oversight

• Compile and submit monthly reports to the CEO and owners.

• Update dispensary lists and manage month-end processing.

• Prepare agendas, minutes, and reports for management, EXCO, and doctor meetings.

• Supervise claims management including submissions, follow-ups, failed claims, and bad debt oversight.

• Manage WCA and medical aid claims and ensure accurate recordkeeping and reconciliations.

• C. Equipment and Stock Management

• Coordinate the maintenance, testing, and repairs of medical equipment.

• Ensure proper stock rotation, expiry control, and quarterly stock takes.

• Monitor inventory levels, especially fridge and medicine stock, and ensure compliance with safety and storage standards.

• Liaise with suppliers for quotations and ensure cost-effective procurement.

• D. Policy and Compliance

• Develop and maintain operational policies, standard operating procedures, and compliance protocols.

• Ensure all operations comply with healthcare regulations and internal practice standards.

• Support the implementation of safety and risk management procedures.

• E. Staff and Team Management

• Supervise staff scheduling, leave control, and welfare programs.

• Facilitate team communication, performance monitoring, and professional conduct.

• Oversee annual staff functions and welfare initiatives such as the children’s Christmas party and year-end events.

• F. Shadow and Support Responsibilities

• Act as backup for Financial Manager (daily cash-up), Stock Clerk & Admin Supervisor (stock distribution), and HR Manager (staff-related issues) in their absence.

 

3. Qualifications and Experience

• Bachelor’s degree in Healthcare Administration, Business Management, or a related field.

• Minimum 3–5 years of experience in a healthcare or medical practice management environment.

• Prior experience in claims management, inventory and stock control, and staff supervision.

• Familiarity with medical billing systems, healthcare compliance, and budget management.

• Proficient in Microsoft Office Suite and stock management software.

• Certification in project management or related operational management areas is advantageous.

 

4.Skills and Attributes:

• Strong leadership, coordination, and decision-making skills.

• Excellent organizational and multitasking ability.

• Detail-oriented with high accuracy and accountability.

• Strong communication and interpersonal skills, able to interact effectively with staff, management, and external stakeholders.

• Proficient in IT systems and comfortable with data-driven reporting.

• Able to perform under pressure, manage competing priorities, and adapt to change.

• Ethical, reliable, and committed to maintaining confidentiality and professional integrity.

• Focused on continuous improvement, operational efficiency, and quality service delivery.

 

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