developing, implementing and enhancing best practice administration systems and practices. ... Major Action: Management of Practice Management Software.
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POSITION DESCRIPTION …A statement of major accountability areas

Position Details Position Title

Administration Coordinator




Operations Support



Reports to

Chief Operating Officer

Organisation True Purpose Pacific Smiles Group is committed to the improvement of the dental health of ALL Australians to world’s best. We recognise that dental health is essential for whole-of-body health and that deterioration in dental health is almost entirely preventable with healthy eating, twice daily brushing, flossing and regular visits to the dentist. We expand our network, develop our people and enhance our systems and services to fulfil our True Purpose. Organisation Charter Pacific Smiles Group has grown to be Australia’s largest branded dental network. Key to our success has been a winning organisational culture aligned to our SMILES values of Service, Mutual Respect, Integrity, Learning, Energy and Safety. Pacific Smiles provides Dentists with fully serviced and equipped facilities including support staff, materials, marketing and administrative services. Summary of Position This position is responsible for the management and transactional maintenance of Practice Management Software system (Dental 4 Windows), Patient Administration System/s, subsequent audit and reporting requirements. The role also has oversight of the administration support team which is responsible for developing, implementing and enhancing best practice administration systems and practices. Major Accountability Areas Major Action: Management of Practice Management Software Description of Major Action(s): 

Act as a subject matter expert on the Practice Management Software system, liaise with software providers (Practice Management System) when necessary, and ensure system is functioning as required.

Act as first point of contact for matters requiring escalation from Centres relating to the Patient Management System.

Database management - accessibility for new centres, maintain access and profiles for users (staff and practitioners), ensure integrity of fee tables, item numbers and similar group system administration tasks.

Carry out all centralised transactional work for in Practice Management Software, such as accounts, banking and receipt corrections, refunds, over-rides, corrections, new user administration (amongst others).

Development / maintenance of internal user guides as to the functionality of the Patient Management System.

Expected results: Page 1 of 3 Ver 1.0 : 12 May 2017 Warning – Printed copies of this Position Descrption are ‘uncontrolled’ and may not be the most recent version. Current versions are available from the P&C Department.

POSITION DESCRIPTION …A statement of major accountability areas

All centres are working on the same version of the database and using consistently.

Database is accessible to new centres four weeks prior to centre opening.

Preferred provider agreement fees are updated prior to 1 April when changes take effect annually.

Database for new centres available four weeks prior to centre opening.

Concise and clear guidelines available for all levels of users of the Patient Management System.


Major Action: Management of Patient Administration Team and Tasks Description of Major Action(s): 

Manage a small team and co-ordinate all centre centralised administration tasks.

Ensure routine patient communications both pre and post appointment are systematically delivered on a timely and consistent basis. These would include but not limited to; preventative care reminders, new patient welc