Virtual Practice Manager

Service Description

From our extensive experience working with many dental practices, including The Neem Tree, our dental practice, we have designed a service called the "Virtual Practice Manager".

We believe some of the responsibilities that may typically have been the domain of a practice manager, can be allocated to other team members within the practice ( with perhaps increased pay), whilst our "Virtual Practice Manager" service will be able to take care of all the other major issues.

We outline some of the main tasks our "Virtual Practice Manager" service can take care of for you. This list is not exhaustive but provides a guideline of how this service could help you, and save you, and make you money.

We believe through this service you could make savings well in excess of 50% of the typical cost of a practice manager, mainly because of our streamlined systems and understanding of the dental practice.

Financial

• To produce and implement practice payment policy and thus reduce incidents of bad debt
• Implementation of patient financing schemes
• Implement and maintain payment systems, banking and reconciliation
• Cash flow forecasting and advice
• Monthly book-keeping and accounts
• Introduce petty cash control systems
• Monitor monthly key performance indicators for the practice including failed appointments, gross fees, associate performance...
• Prepare end of year documentation for our team of accountants
• Calculate and arrange payment of Associate and Hygienist salaries.
• Preparation of monthly staff wages, PAYE, NI and year annual returns
• Implementation and monitoring of stock control system

Team Management

• Recruit, train, encourage, motivate and discipline staff in line with practice policy
• Maintain personnel files
• Draw up contracts of employment and review
• Draw up staff roles and responsibilities and review at intervals
• Organise training and development of both new and existing staff
• Organise and host team meetings
• Maintain sickness and holiday records
• Implementation of appropriate staff appraisal systems

Marketing

• Design and implement customer service procedures
• Design and implement patient satisfaction monitoring
• Maintain NHS and Independent Complaints procedures and implement according to the practice policy
• Oversee appointment book management and ensure the best use is made of the time available
• Monitor and evaluate patient feedback
• Support staff/dentists with patient management issues and assist in their solution
• Monitor website enquiries and performance

General

• Understand and implement employment legislation, Health and Safety at Work Act, GDC guidelines and NHS Regulations. Keep abreast of new legislation and implement if it affects the practice.
• Ensure compliance with Health & Safety law and accurate record keeping.
• Searching for cost effective suppliers

Service Benefits

Rather than employ a full time, expensive practice manager, through the use of the latest business tools, cutting edge technology and qualified, knowledgeable staff our "Virtual Practice Manager" service will minimise your headaches and save you thousands of pounds.

On average a typical practice manager may cost you between £20,000 to £30,000 per annum, which is a fixed overhead.

Through our "Virtual Practice Manager" service, your costs are variable, so you can pick and choose the services you require, dependent upon your budget.

We believe you will make savings of over 50% on an employed practice manager, and will ensure you get all the things you need and want doing get done, not the things your practice manager wants to do.

How it works

To employ our "Virtual Practice Manager" service we firstly need to understand your practice, and its needs. We will then tailor an exacting service for your practice within your budget. Upon agreement, we will then train you and your existing team in the systems we employ to help your practice. This is usually done at your practice by one of our team members.

Once set up, the majority of our work will be performed at our offices, and only when clearly required will we visit the practice.

You and your team will be responsible for following the guidelines we outlined at our initial training sessions.

We are always available on the telephone and email.

Fees

For further information on our fees for this service please click here.