Deputy Clinical Operations Manager

As part of the leadership and staff of Smilefocus and GPA Dental Clinics, you will provide all the day-to-day requirements to support the provision of exceptional dental services to our patients, working under the direction of the Clinic Manager.

Additionally, as Deputy Clinical Operations Manager at Smilefocus you will be responsible for supporting your manager in all operational responsibilities within the Smilefocus clinic, to ensure smooth operations at Smilefocus and the GPA clinics as needed.

Responsibilities Overview:

1. Provide exceptional care to all patients of Smilefocus and GPA which is in line with current dental practices and protocols, supporting Dentists and management in a leadership capacity as Deputy Manager and a senior DA.

2. Be a reliable support to your manager, learning the fundamentals of managerial responsibilities, providing leadership to the staff as guided by your manager, and stepping up when your manager is on Annual Leave, Medical Leave or otherwise engaged.

3. Demonstrate professional conduct at all times, to ensure the clinic workflow is smooth and seamless for all patients during their visit.

4. Keeping DA skills at optimal standards so that you are able to provide DA assistance to dentists when needed, as well as able to regularly train-up staff according to schedule and need (new and existing).

5. Maintain professional standards at all times, working to gain managerial and administrative skills, and also share knowledge and experience with colleagues when needed

6. Oversee PCC (reception) work, ensuring they provide efficient, high quality service while they report to their Team Leaders daily, and coordinating training for PCC's to ensure quality service at the front line, as guided by the Manager and Group Manager.

7. Ensure that all incidents are addressed immediately and reported in a timely manner to the Clinic Manager/Group Manager.

8. Attend dentist and staff Meetings providing valuable input and timely follow-up on agreed action items, showing initiative to lead, teach, plan and execute under guidance of manager and Group Manager.

9. Be receptive to feedback with a view to improved service provision, participating in appraisal initiatives when requested to do so.

10. Ensure compliance with patient confidentiality standards and data protection (PDPA).

General Skills Required (Not exhaustive) both to be executed and for training of staff:

a) Chairside assisting - passing instruments, four-handed techniques, suction, retraction, ensuring patient comfort

b) Infection control and sterilization - cleaning, disinfecting, autoclave use, labelling

c) Dental Radiography Assistance - X ray calibration, preparation, positioning, safe handling

d) Dental Materials handling - Preparing, measuring and mixing, tracking of prosthesis, safe handling of hazardous material

e) Nitrous oxide assistance - safe handling of equipment, preparation, recording of start and end times, with monitoring of patient

f) Clinical Set-up and room turnover - prepare rooms and equipment, instruments, trays, materials, verify all are in working order, clean and disinfect rooms and equipment

g) Patient preparations and support - greet, ensure comfort, reassure, communicate, facilitate consent

h) Trios and iTero scanning assistance - set up, scanning assistance, accurate data management, troubleshooting.

i) Lab work coordination - prepare and send impressions, follow up regarding deadlines, maintain accurate records

j) Stock Control and Inventory management - participate in regular stock counts, ensure accurate and clear records, ensure stocks labelled and accessible, monitor expiry dates

Specialist Skills Required (Or required to be attained through on-the-job training)

1. Orthodontic assistance
2. Endodontic assistance
3. Maxillofacial surgery assistance
4. Digital dentistry proficiency
5. Lab work coordination
6. Advanced radiography assistance
7. Specialist instrument handling and stock management

Assist/guide staff in the following under leadership of your manager for clinic use:

1. Inventoy Management & Audits: Monitor stock levels of dental consumables, supplies, and sterilization products and prevent shortages or overstocking. Assist in completion of regular stock take.
2. Purchasing & Ordering: Process orders for clinical and laboratory materials efficiently, coordinating with the other clinics and the Purchasing Executive based at Smilefocus Camden. Comply with timely ordering schedule.

Oversee PCC's in providing the following, including implementation of new service improvement initiatives:

• Provide exemplary standards of patient service to maintain the good name of the Smilefocus and GPA Dental Clinic family.
• Answer all phone calls and enquiries promptly.
• Manage patient feedback and complaints and escalate them appropriately.
• Be informed, updated and knowledgeable of clinic practice and services.
• Be familiar with billing and insurance processes
• Be able to register new patients, book appointments, manage recalls and follow-up for patients
• Elicit patient feedback to drive continuous service improvement.
• Attend Support Staff Meetings, provide input on operational issues and act promptly on decisions.