Kate Miller

• Managing daily practice operations to optimise that the schedule runs smoothly and efficiently
• Managing all departments within the practice. Reception, back Admin, Clinic admin, Lab, Clinic and Treatment Coordinators. This includes checking in with them numerous times a day to see if they need any additional support, anything outstanding that may need to be prioritised, checking and confirming all checklists are completed effectively
• Address any patient concerns promptly and professionally, demonstrating empathy and problem-solving skills, whilst keeping the treating clinician updated at all times
• Providing supervision and management to team whilst working at a 'satellite' location. Robina and Helensvale (as they are much smaller practices compared to Benowa)
• Ensure compliance with ADA & ASO regulations, maintaining up-to-date knowledge on industry standards and best practices
• Ensure all certifications for OPG and CBCT's are up to date with employees who have completed their cert 4
• Checking and completing information is correct and calculating TC incentives and ensuring they are paid within a reasonable timeframe
• Supporting the Scheduling Manager with the schedule template
• Rostering and ensuring that rosters are kept published 4 weeks in advance. There are 12 chairs at Benowa, 5 chairs at Robina and, 6 chairs at Helensvale
• Start times daily, as well as sharing with the other managers on who the spare staff are for the following morning, for if a problem should arise
• As the books are filled 10-12 weeks in advance, with rosters being completed 4-6 weeks in advance, ensuring that the balance between assistants and chairs opened is met
• General office tasks of banking, helping reception and accounts with any banking queries and day to day queries that arise
• Liaise with the Orthodontists in regards to the operations of the day to day
• Directing the clinic. A position where you liaise between the assistants and the doctors, advising the Orthodontists the order in which they need to see their patients, what room and any problems that arise -i.e bracket off, spikey wire
• Step in when needed to reception, scheduling, clinic admin, and directing
• Gathering information from the patients seen by Treatment Coordinators within the past 3 quarters and compiling spreadsheets to present at the monthly finance meetings with the General Manager, Accountants and owning partners
• Ensuring that meetings are prebooked for the individual departments and collecting agendas, as well as taking the meeting minutes and posting them in a timely manner on Teams
• Systems used: Edge, Sidexis, Microsoft tools - word, excel etc. Microsoft 365, Outlook, Sharepoint, Proda, EasyRX, Denticare, Deputy, Dental Monitoring, Invisalign doctors site, ORMCO doctors site, Lightforce doctors site

• Coordinate all the stock take and ordering for the Palm Beach practice, where there are over900 hundred different products across all types of dental procedures. Whilst keeping it within the budget of the practice
• Maintaining the appointment books of11 clinicians and 3 hygienists in a fast paced, high multitasking role where there are also constant changes of clinicians moving between practice locations and days
• Supporting my front office coordinators with additional admin jobs that are needed to be carried out and completed. These include applying DentiCare remittance payments and allocating them to individual patient’s accounts, checking and actioning accounting debtors list
• Dealing with any complex situations and resolving any patient issues that may arise
• Liaising closely with the Operations Manager & Partners of the business in regards to how the practice is performing as well as individual breakdowns of all the clinicians
• Responsible for rostering and coordinating all clinicians and hygienists with the appropriate dental nurse and solving any issues that may arise on the day. This includes stepping in either as a front office coordinator or dental nurse when needed
• Maintaining the correct procedures and policies around infection control and working with employees one on one with any additional training in areas they don’t feel comfortable in
• Onboarding new clinicians and employees, organising performance reviews and offboarding clinicians and employees
• Gathering EOM invoices, internal lab charges and amending any lists accordingly so that they reflect the correct information from Head Office and reporting from the system we use
• Handling patient accounts and end of day banking reconciliation
• Experienced using all Google tools and adjusting the appointment books for the clinicians where necessary to ensure the days run smoothly
• For 9 months, whilst Head Office were dealing with changes, I also worked out of Head Office in Broadbeach once a week - Completing payroll for 3 of Oasis Practices which includes 70 employees
• Reconfirming timesheets on Deputy and adjusting where appropriate to fall in line with Fair Work and the Award Wage, then uploading them onto MYOB
• Integrating and moved from Deputy to FoundU, as the software suited payroll and HR
• Processing pays, copying the reports into our files and creating ABA files for the General Manager to process. Finishing off by sending out payslips.

- Excluding tax & super payments as the Accounts Manager completes this

• Onboard new employees into the systems and payroll, ensuring all required information has been sent through accurately
• Help support the Operations Manager with setting up accounts for additional practice openings. Pottsville and Westend locations
• Systems used: Google tools (Gmail, Drive, Docs, Sheets etc.) Exact, Sidexis, Deputy, Slack, FoundU, Jeeves Analytics, MYOB, Proda (Government website claiming Child Dental Benefit Scheme and DVA), DentiCare, Invisalign Portal, Dental Monitoring

• Maintain a happy ongoing relationship with existing clients whilst bringing in new clientele to advertise
• Responsible for booking commercials in programs that are most beneficial with the clients target market in order for them to receive the best exposure
• It was important to know and account for all the details for every client – spend, commercials currently running and any new commercials being created
• I created the audio scripts, along with leading an idea on the visual side of the commercials when passed onto production to be made
• Sending weekly reports according to KPIs
• In addition I also created my own spreadsheets to make sure that everything was on track, correct and nothing had been missed
• Organisation and multitasking was paramount, and with this, I made my budgets consecutively
• Systems used: Studio Book, Wide Orbit, Microsoft tools (Outlook, Word, Excel etc.), MaxMedia, Google tools such as Sheets

• High expectations, fast paced environment, and high multi-tasking skills - sees everything from answering phones, emails and greeting patients and a checklist that was2 columns over3 pages that needed to be completed daily
• Confident knowledge of the different types of appointments needed, booking/ cancelling/ rescheduling with each individual appointment type within the same appointment type category, while entering each appointment movement and conversation with the patient into their treatment card or ledger
• Starting up treatment fee’s and end of day banking, as well as balancing DentiCare Remittance into patient ledgers
• A regular day saw 90-120 patients over3 Orthodontists, liaising with dental practices and other specialists with appointments and arranging doctor letters coming to and from the practice
• In marketing, I liaised with a dozen schools in the area as we donated treatment vouchers to their fates and luncheons in order to raise money
• Handled the Facebook and Instagram pages as well as organised our merchandise that we also gave out to the schools
• Built partnerships with some of the charities Medlands supports
• Updated all collaboration contracts with social media ‘influencers’ and any person/s who are receiving free orthodontic treatment (contra deals)
• Systems used: Microsoft tools (Outlook, Word, Excel etc.), Asana, Dolphin, Sidexis, Mailchimp, DentiCare, Invisalign Portal, Dental Monitoring