Our client is an exciting new specialist medical ophthalmology centre opening in the coming months, delivering advanced eye care across refractive laser surgery, glaucoma management, cataract surgery, and medical and surgical retinal services. Built from the ground up with a patient-first philosophy and equipped with state-of-the-art diagnostic and surgical technology, our practice is led by a highly skilled multidisciplinary team of ophthalmologists, optometrists, and allied health professionals. This is a rare and prestigious opportunity to join a brand-new specialist practice at its very foundation and help shape its operational culture and service excellence from day one.
THE OPPORTUNITY
We are seeking an exceptional Practice Manager to join the founding leadership team ahead of opening. This is a genuinely exciting ground‑floor opportunity for a driven, experienced, and commercially astute health practice manager to take ownership of all operational, administrative, and business management functions of a high‑acuity specialist medical practice. You will work closely with the principal ophthalmologists and the clinical leadership team to ensure the practice operates efficiently and profitably and delivers the highest standards of patient care and service. Experience in a specialist medical practice is essential; experience in ophthalmology is highly regarded and will be a significant advantage in your application.
DUTIES AND RESPONSIBILITIES
Practice Operations & Administration
* Oversee and manage the day‑to‑day operational functions of the practice, ensuring efficient clinic flow, optimal resource allocation, and a consistently high standard of patient service delivery.
* Develop, implement, and continuously review practice policies, procedures, and operational protocols in line with clinical governance standards, accreditation requirements, and best practice.
* Manage the practice appointment and scheduling system, optimising clinic capacity and minimising patient wait times across all consulting and procedural sessions.
* Coordinate the procurement, maintenance, and servicing of clinical and administrative equipment, consumables, and practice facilities.
* Lead the establishment of the practice ahead of opening, including coordinating fit‑out, systems setup, supplier onboarding, and staff orientation.
Financial Management & Billing
* Oversee all practice financial operations, including billing, invoicing, fee schedules, and reconciliation of Medicare, private health insurance, and patient accounts.
* Monitor and report on key financial performance indicators, revenue cycles, and practice profitability, providing regular financial reporting to the principal ophthalmologists.
* Manage accounts payable and receivable, payroll processing, and banking in conjunction with the practice accountant or bookkeeper.
* Identify and implement opportunities to improve billing efficiency, reduce revenue leakage, and optimise Medicare and private health fund claiming processes.
* Prepare and manage annual budgets, forecasts, and financial plans in collaboration with the principal practitioners.
Human Resources & Staff Management
* Lead, supervise, and support all clinical, non‑clinical and administrative staff, including rostering, performance management, recruitment, onboarding, and professional development.
* Foster a positive, respectful, and high‑performing workplace culture aligned with the practice's values of clinical excellence, patient‑centred care, and team collaboration.
* Manage staff leave, timekeeping, and workforce planning to ensure adequate clinical and administrative coverage across all sessions.
* Coordinate the recruitment and onboarding of new staff in conjunction with the clinical leadership team, including the preparation of position descriptions, advertising, and induction programmes.
* Ensure compliance with all applicable employment legislation, Fair Work Act obligations, and relevant industrial instruments or enterprise agreements.
Clinical Governance & Compliance
* Ensure the practice meets and maintains all relevant regulatory, accreditation, and compliance requirements, including RANZCO clinical standards (as applicable), AHPRA obligations, and relevant state/territory legislation.
* Oversee the implementation and maintenance of clinical governance frameworks, incident reporting, patient safety protocols, and quality improvement initiatives.
* Manage the practice's privacy and data security obligations in accordance with the Privacy Act 1988 (Cth) and Australian Privacy Principles.
* Coordinate infection control, work health and safety (WHS) compliance, and emergency management procedures in accordance with legislative requirements.
* Liaise with external regulatory bodies and health department agencies as required.
* Champion a culture of exceptional patient service, ensuring all patient interactions—from first contact to post‑visit follow‑up—reflect the highest standards of professionalism and care.
* Manage and resolve patient feedback, complaints, and concerns in a timely, empathetic, and constructive manner.
* Develop and oversee patient communication strategies, including appointment reminders, recall systems, patient satisfaction surveys, and post‑operative follow‑up protocols.
* Monitor and continuously improve patient flow, waiting times, and the overall patient experience throughout all stages of the care pathway.
Strategic Development & Business Growth
* Contribute to the practice's strategic planning and business development, including identifying opportunities for service expansion, referral network growth, and community engagement.
* Build and maintain strong professional relationships with referring optometrists, general practitioners, specialists, and other healthcare providers to support referral growth.
* Oversee the practice's marketing and communications activities, including the practice website, social media presence, and patient information materials.
* Monitor industry trends, competitor activity, and changes in the regulatory environment that may impact the practice's operations or strategic direction.
SELECTION CRITERIA
ESSENTIAL
* EC1 — Qualifications Holds a relevant tertiary qualification in health services management, business administration, or a related discipline. Equivalent demonstrated experience in a senior practice or health services management role will also be considered.
* EC2 — Specialist Medical Practice Experience Demonstrates substantial experience managing a specialist medical practice or private specialist clinic, with a thorough understanding of specialist clinical workflows, Medicare billing, private health fund claiming, and the operational requirements of a high‑acuity medical environment.
* EC3 — Financial Management & Medicare Billing Demonstrates sound financial management skills, including experience with practice billing systems, Medicare and private health fund compliance, accounts management, payroll, and financial reporting. Strong knowledge of Medicare Benefits Schedule (MBS) item numbers relevant to specialist medical practice is essential.
* EC4 — Human Resources & Staff Leadership Demonstrates proven experience leading, managing, and developing a team of clinical support and administrative staff, including rostering, performance management, recruitment, and fostering a positive and productive workplace culture in accordance with Fair Work obligations.
* EC5 — Clinical Governance & Compliance Demonstrates knowledge of clinical governance frameworks, WHS obligations, privacy legislation, and healthcare regulatory compliance relevant to specialist medical practice in Australia.
* EC6 — Communication & Stakeholder Engagement Demonstrates excellent written and verbal communication skills, with the ability to build and maintain effective professional relationships with clinicians, staff, patients, referring practitioners, and external stakeholders, including health funds and regulatory bodies.
* EC7 — Patient Experience & Service Excellence Demonstrates a strong commitment to delivering an exceptional patient experience, including experience managing patient feedback, implementing service improvement initiatives, and maintaining high standards of patient communication and care coordination.
* EC8 — Practice Management Systems & Digital Literacy Demonstrates proficiency in practice management software and electronic medical record (EMR) systems, with the ability to generate reports, manage data, and oversee system administration to support efficient practice operations.
* EC9 — Strategic Thinking & Business Development Demonstrates the ability to think strategically and contribute to the business growth and development of the practice, including referral network management, marketing, and identifying opportunities to enhance service delivery and practice performance.
* EC10 — Organisational & Problem‑Solving Skills Demonstrates exceptional organisational skills and the ability to manage competing priorities, resolve operational challenges, and maintain a high standard of performance under pressure in a busy specialist medical environment.
DESIRABLE
* DC1 — Ophthalmology Practice Experience: Previous experience managing or working within an ophthalmology, ophthalmic surgical, or specialist eye care (ophthalmology) practice, with demonstrated familiarity with ophthalmic service streams, including refractive laser, glaucoma, cataract, and retinal services.
* DC2 — Knowledge of Ophthalmic MBS Item Numbers: Demonstrated knowledge of Medicare Benefits Schedule (MBS) item numbers and billing practices specific to ophthalmology and ophthalmic surgical procedures, including relevant health fund billing codes.
* DC3 — New Practice Establishment Experience: Experience in the establishment or significant expansion of a specialist medical practice, including supplier and vendor onboarding, systems implementation, and pre‑opening operational setup.
* DC4 — Postgraduate Management Qualifications: Holds postgraduate qualifications in health services management or a related management discipline.
* DC5 — Marketing & Digital Communications: Experience managing a practice's digital presence, including website content, social media channels, and patient communication platforms, with an understanding of healthcare marketing compliance requirements.
OUR CLIENT'S OFFER
This is a leadership role offering a highly competitive remuneration package commensurate with experience, including superannuation at the applicable Guarantee rate and generous leave entitlements in accordance with the National Employment Standards.
As a founding member of the leadership team, you will have unparalleled autonomy to shape the operational direction of a brand‑new specialist practice, work alongside leading ophthalmologists, and build a high‑performing team from the ground up.
Our client offers genuine professional development opportunities, a collaborative and supportive culture, and the satisfaction of leading a practice committed to clinical excellence and outstanding patient care.
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