Djane Jobson
Office Manager
Rayleigh,ESSEX
Summary
Highly skilled and enthusiastic Office Manager with over ten years of experience supporting day-to-day operational functions and accomplishing business goals. Successfully oversaw human resources, budgeting, supply management, facilities, and patient/customer services. Develop and lead productive and efficient office staff. Focused on attentively assisting office staff and customers and identifying opportunities for improvement.
IT issues, office maintenance, HR operations, and the enforcement of office standards to drive performance improvements and efficiencies.
Overview
13
13
years of professional experience
Work History
Practice Manager
Smiles on Broadway
Thorpe Bay
11.2021 - 07.2023
- Supporting clinicians in increasing practice sales
- Proactively marketing practice (social media, newsletter, vouchers & leaflets)
- Responsible for recruitment, staff induction, holiday tracking, and staff training
- Ensured that Health and Safety, Fire & Safety and First Aid procedures are up to date
- Performed meetings, minutes taking, and events
- Prepared practice and staff for CQC inspections, consistently maintaining audit scores between 0 and 7
- Developed and implemented effective complaints management system, receiving 85% positive patient feedback
- Used spreadsheet software to track important data and identify administrative trends
- Assisted with contract writing and purchasing requisitions based on facility needs
- Facilitated smooth practice operations, arranging annual practice equipment maintenance to minimise malfunctions
- Oversaw and developed an effective appointment system, reducing waiting times by 5 minutes per patient.
- Provided support during audits by gathering requested documents as well as answering questions from auditors.
- Supported entire practice's staff, which boosted efficiency and improved overall process flow.
- Implemented policies and procedures related to patient care delivery in accordance with organizational standards.
- Recruited, hired and trained clinical and reception staff.
- Performed administrative tasks such as creating budgets and forecasts, preparing invoices and contracts, ordering supplies and equipment.
- Created and implemented policies and procedures for effective practice management.
- Resolved escalated customer service issues in a timely manner while maintaining a high level of professionalism.
- Ensured compliance with relevant state laws governing healthcare practices.
- Negotiated favorable terms on behalf of the practice when contracting medical or facilities supliers.
- Maintained financial records, including billing and accounts receivable and payable.
- Oversaw all aspects of day-to-day practice operations including front desk reception, appointment scheduling, billing and coding, insurance verification.
- Assisted with customer requests and answered questions to improve satisfaction.
- Cultivated close working relationships with the entire staff, including Principal Dentist, Associates, Hygienists Dental Nurses and Reception team.
Practice Manager
Together Dental
Southend on Sea
04.2019 - 10.2021
- Implemented COVID-19 Standard Operation Procedures (SOP) based on NHS guidelines to carry out routine operations within the practice
- Performed Covid-19 Risk Assessment for patients, dentists, hygienists and members of staff
- Achieved both NHS and Private annual targets for the 2020/2021 financial year
- Provided administration duties within the clinic to ensure efficient running of practice leaving all patients a positive experience
- Ensuring all compliance, legal, and health and safety requirements are adhered to
- Performed business growth by 10% raising practices profile using Marketing and Sales to convert leads into new business
- Performed duties of personnel manager including areas of recruitment, induction, training, appraisal, performance, pay, grievance, disciplinary issues, and dismissal
- Management of two dental practices with over 30 staff members providing superior dental care to 200+ patients daily.
- Supported entire practice's staff, which boosted efficiency and improved overall process flow.
- Collaborated with other healthcare providers across multiple disciplines in order to ensure quality care for patients.
- Implemented policies and procedures related to patient care delivery in accordance with organizational standards.
- Coordinated staff recruitment, training, and scheduling activities.
- Oversaw over 30 clinicians, technicians and office administrators.
- Participated in strategic planning initiatives aimed at developing long-term goals for the practice's growth and success.
- Mentored and coached interns and newly hired team members on office procedures and computer systems.
- Provided leadership and guidance to the medical team in order to meet goals and objectives.
- Resolved escalated customer service issues in a timely manner while maintaining a high level of professionalism.
- Ensured compliance with relevant state laws governing healthcare practices.
- Maintained communication and transparency with governing boards, department heads and medical staff.
- Coordinated financial operations, budgeting, accounting, expenses and financial reporting tasks.
- Maintained financial records, including billing and accounts receivable and payable.
- Maintained awareness of government regulations, health insurance changes and financing options.
- Conducted regular meetings with staff to discuss operational issues and ensure proper communication between departments.
- Oversaw all aspects of day-to-day practice operations including front desk reception, appointment scheduling, billing and coding, insurance verification.
- Maintained open communication with team members and stakeholders, resulting in successful project outcomes.
Practice Manager
Dental Clinique
London
06.2011 - 05.2018
- Performed administration duties ensuring everything ran as smoothly as possible greeting patients in a friendly manner and discussing any issues or concerns that may have
- Ensured all legal and health and safety requirements were adhered to including CQC compliance
- Designed and maintained quality administrative systems
- Recruit, train and encourage motivate, and discipline staff
- Staff welfare, team building, induction, and appraisal systems
- Ability to deal with problems that may arise in a calm and professional manner
- Monitor cash flow, and maintain payment system
- Stock management
- Promoted the practice of creating internal and external marketing
- Made sure health and Safety Policies and procedures were met.
- Checked entire office and waiting areas regularly to provide clean and organized surroundings.
- Supported the entire practice's staff, which boosted efficiency and improved overall process flow.
- Cultivated close working relationships with the entire staff, including clinicians, nurses, and the reception team.
Practice Manager
Covent Garden Dental Clinic
London
06.2010 - 06.2011
- Greeting patients, organising registration, appointments, and payments
- Management of clinician’s diary
- Preparing and explaining estimates and maintenance plans to patients
- Dealt with routine correspondence, communicating with dental laboratories and dental suppliers
- Invoice Management
- Perform administrative tasks (record keeping and filing, basic accounting, scanning, email inquiries)
- Completing and filing insurance forms and dental billing records
- Scheduling follow-up appointments and providing telephone reminders
- Managing patient flow systems.
Education
NVQ Level 2 Business Management -
Westminster Education Service City of London
05.2017
Bachelor of Business Administration & Economics -
University Santana - Brazil
05.2000
Skills
- Microsoft Office (Excel, Word, PowerPoint)
- Exceptional Customer Services
- Decision Making
- High levels of influencing and communication
- Leadership
- Excellent Organisation
- Workflow Management
- Policy and Procedure Development
- Staff Management
- Marketing
- Payroll Administration
- Practice Management
- Records Management
- Referral Management
References
Upon Request
Languages
Portuguese
First Language
English
Proficient (C2)
C2
Spanish
Beginner
A1
References
References available upon request.
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Quote
There is a powerful driving force inside every human being that, once unleashed, can make any vision, dream, or desire a reality.
Tony Robbins
Timeline
Practice Manager
Smiles on Broadway
11.2021 - 07.2023
Practice Manager
Together Dental
04.2019 - 10.2021
Practice Manager
Dental Clinique
06.2011 - 05.2018
Practice Manager
Covent Garden Dental Clinic
06.2010 - 06.2011
NVQ Level 2 Business Management -
Westminster Education Service City of London
Bachelor of Business Administration & Economics -
University Santana - Brazil
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