Position: Administration Manager

Location: Carlow

Salary: Negotiable DOE

My client, a Dental Practice based in Carlow Town are seeking an Administration Manager to join their team due to continued growth. You will plan and oversee the coordination of the company's administrative activities and workflows to improve accuracy, efficiency and productivity.

You will be the first point of contact for patients. The role requires a hands-on approach to meeting performance and deadline targets while constantly improving the patient experience.

Duties and Responsibilities:

• Take a proactive role in managing and performing administration activity of the business by daily planning and organising the workload of the Administration team.
• Maximise efficiency in Clinician Books ensuring appointments are scheduled as per company policy, cancellation lists monitored and accuracy of information Engage with, and build effective relationships with all contractors & builder's merchants.
• Ensure phones are answered, voice mails, emails and web chat are responded to promptly and in line with company guidelines and targets.
• Monitor missed calls and have a robust plan in place to manage these calls.
• Sending out daily text message appointment reminders and rigorously applying the missed appointment policy.
• Processing insurance claims and payments, ensuring month-end targets are achieved.
• Processing of insurance reclaims by investigating and resolving discrepancies ensuring all claims are paid on time.
• Weekly treatment recalls, ensuring a steady flow of appointments.
• Check and confirm that Clinician books are open as planned deputy work schedules.
• Monitor and confirm that treatment plans are sent out within the agreed time frame and that the quotation software is accurate and up to date.
• Oversee dept collection ensuring robust procedures are in place.
• Auditing of administration transactions to monitor accuracy and compliance.
• Cash Reconciliation and lodgements.
• Production of monthly Administration Management reports
• Complaints Management
• Training of Administration Staff, development of phone scrips to improve overall efficiency.
• Assist the Management Team in establishing policies that follow best practices. Look for ways to improve the administration process.
• Achieve monthly administration targets and KPIs in line with the Administration Manager role

Requirements:

• Min of 3 Years of Administration/Office Management Experience
• Excellent knowledge of MS Office, MS Excel is essential.
• Strong teamwork ethic with excellent communication skills, helping promote a culture of high efficiency and productivity.
• Strong planning and daily task organisation skills to allow for maximum output to achieve targets.
• Analytical skills to assist in identifying priorities within the Administration Supervisor job function.
• Excellent communication skills to maintain a professional and personable nature when dealing with patient's complaints.
• Data Entry and analysis for Month-end reporting.
• Ability to listen to patients and negotiate solutions.

If the position above is of interest to you and you would like to know more, please call Clodagh 086 0405288 in complete confidence.

CS