The Life of a Practice Manager

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The Life of a Practice Manager

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13/09/2025

💭 Practice Managers, does this sound familiar?

➡️ You start the day with a to-do list… but before you can even tick one thing off, you’re juggling staff calls, patient complaints, Medicare billing queries, IT breakdowns, and a doctor who needs “just 5 minutes.”

➡️ You eat lunch at your desk (if at all).

➡️ By the time you finish, you’ve solved 100 problems — but still feel like you didn’t achieve enough.

The truth? Practice managers are the engine of every medical centre. We carry the weight of compliance, finances, patient care, and staff wellbeing — often without recognition.

If you’re tired and overworked, you’re not alone. This is the Life of a Practice Manager — and we see you. 💙

👉 Comment below: What’s the one thing today that completely derailed your to-do list?

Let’s share, laugh (or cry) together, and remind each other we’re not in this alone.

05/09/2025

You know those calls that make you question your sanity as a practice manager or GP?

Today was one of those.

Patient pays for their consult ✅
Bloods get uploaded to My Health Record ✅
A few days later — they call demanding the doctor “unlock” their results and confirm they’re fine ❌ …without a follow-up appointment, without a fee, and without waiting like every other patient.

Here’s the kicker:
• If results are simple, sure — most of us bulk bill a quick review.
• But if results are abnormal, need referrals or further investigation — that’s a consult, that’s a fee, and that’s how medicine works.

The audacity is real. Expecting a GP in the middle of a packed clinic to stop, open their file, check results, and reassure them for free… all while other patients are sitting in the waiting room.

We’ve all been there. And honestly? These situations aren’t about money — they’re about boundaries, respect for our profession, and keeping care safe and sustainable.

Practice managers + doctors: how many times have you had to explain this exact scenario?

03/09/2025

Filing your billing receipts doesn’t have to be boring!

I get asked ALL the time 👇
👉 “How do I file bulk billing and private billing receipts?”

Here are 4️⃣ simple options (pick your style ⬇️):

📂 Option 1 – Digital Diva
Everything lives in your secure drive → Finance → Billing → Year → Month → Day.
💻 Easy to search. No paper cuts.

📑 Option 2 – Paper Traditionalist
Print, hole-punch, and file into lever arch folders (Bulk Bill 📂 vs Private 📂).
✍️ Old school, but it works.

🔀 Option 3 – Hybrid Hero
Digital first, but keep paper copies of key stuff (month-end, Medicare rejections, debtors).
⚖️ Best of both worlds.

🤖 Option 4 – Outsourced/Automated
Connect your PMS with Xero or MYOB → let the system file for you.
✨ Zero stress, maximum efficiency.

✨ Pro Tip: Whatever you do → ALWAYS keep bulk billing and private billing separate!

So… which filing style are YOU? 👀

02/09/2025

🐪 Hump Day as a Practice Manager 🐪

By Wednesday:
📞 The phones are louder than Monday.
📋 The task list has tripled.
😅 Patients are multiplying faster than your coffee intake.

And yet… somehow, we keep the practice running.

💡 Reminder to all PMs out there: you don’t need to tick everything off the list today. Celebrate the small wins, take that deep breath, and remember — you’ve already made it halfway through the week 💪

👉 What’s your hump day survival hack as a Practice Manager?

31/08/2025

The KPIs Every Practice Manager Must Know (and Why They Matter)

In General Practice, leadership isn’t just about keeping the doors open—it’s about building a sustainable, thriving practice that delivers excellent care for patients and a supportive environment for staff.

That’s where Key Performance Indicators (KPIs) come in.
KPIs aren’t just numbers on a spreadsheet—they’re the pulse of your practice. They give practice managers the visibility they need to make informed decisions, drive improvement, and advocate for change.

✅ Financial KPIs
• Billing trends (bulk billing vs private billing)
• Outstanding debt and gap fee collections
• Cost per consultation vs revenue per consultation

✅ Operational KPIs
• Average patient wait times
• DNA (Did Not Attend) and cancellation rates
• Appointment utilisation (are your books full—or leaking revenue?)

✅ Clinical & Compliance KPIs
• Chronic disease management plan uptake
• Immunisation and preventive care coverage
• RACGP standards compliance and audit outcomes

✅ Team & Patient Experience KPIs
• Staff retention and turnover
• Training completion rates
• Patient satisfaction scores and feedback themes

As a Practice Manager, you don’t need to track everything—but you do need to know what moves the needle.
The real leadership is in turning data into action: spotting trends early, coaching your team, and ensuring your doctors can focus on patient care while you run the engine room.

📊 Tip for Practice Managers: Choose 5–7 core KPIs to focus on. Review them monthly with your leadership team, and share wins with your staff. Data should inspire improvement, not overwhelm.

Because in the end—what gets measured, gets managed.

© The Life of a Practice Manager. Sharing is welcome with credit/tag. Copying without credit is not permitted.

30/08/2025

Are you a Weekend Practice Manager? 🌟

Running a practice during the week is one thing… but weekends? That’s a whole new game. 😅
Here are a few tips & tricks to help you survive (and thrive!) as a weekend PM:

✅ Plan Friday Like a Pro – Set up your weekend roster before close of business Friday. No last-minute scrambling!

✅ Keep It Simple – Limit non-essential admin tasks; weekends are about patient flow, not paperwork.

✅ Clear Communication – Have a group chat or shared system with your weekend staff so issues don’t get missed.

✅ Expect the Unexpected – Emergencies always seem to happen on weekends. Build in extra buffer time for delays.

✅ Look After Yourself – Coffee is essential ☕ but don’t forget hydration, short breaks, and keeping your sense of humour intact! 💙

💬 Weekend PMs — what’s your #1 survival tip? Drop it below ⬇️

📌 Disclaimer: © The Life of a Practice Manager. Sharing is welcome with credit/tag. Copying without credit is not permitted.

29/08/2025

When the Practice Manager and Business Manager don’t see eye to eye… who really suffers?

I’ve seen it too many times:
The Practice Manager is on the ground daily – juggling staff issues, patient complaints, rosters, Medicare compliance, chasing doctors, managing burnout.
The Business Manager is in the boardroom – focused on numbers, contracts, growth, and strategy.

Both roles are critical. Both want the practice to succeed.
But when there’s tension between the two? 💥 The entire practice feels it.

👉 Staff feel the divide and start choosing sides.
👉 Doctors lose trust in leadership.
👉 Patients sense instability.
👉 Morale drops.

Here’s the truth: you can’t build a strong practice if the leadership team isn’t united.
You don’t have to agree on everything (you won’t). But you do have to respect each other, listen, and stay aligned on one thing: the wellbeing of patients and staff.

At the end of the day, ego doesn’t pay the bills. Collaboration does.
And if the Practice Manager and Business Manager can’t work together – the practice won’t just struggle… it will crumble from the inside.

💡 To my fellow PMs: Have you ever been in this situation? How did you handle it?
💬 Let’s open up the conversation – because I know I’m not the only one who’s felt this!

© The Life of a Practice Manager. Sharing is welcome with credit/tag. Copying without credit is not permitted.

27/08/2025

Practice Manager math:

📞 20 phone calls
👩‍⚕️ 10 staff questions
📑 5 urgent forms
😅 …all before your first sip of coffee.

☕ Who else relates? 🙋‍♀️

© The Life of a Practice Manager. Sharing is welcome with credit/tag. Copying without credit is not permitted.

26/08/2025

Mid-Week Reminder for All Practice Managers

It’s Wednesday — the day where coffee feels like medicine and our “to-do” lists look like novels. By this point in the week, most of us have already:

📞 Answered more phone calls than we can count

🖨 Fixed at least one printer that swore it had paper

👩‍⚕️ Smiled politely while explaining (for the 12th time) that “just a script” still needs an appointment

💻 Juggled staff rosters, last-minute cancellations, and “urgent” emails

☕ Survived on caffeine, snacks, and sheer willpower

And yet — here you are, still keeping the doors open, supporting your doctors and receptionists, calming anxious patients, and being the glue that holds the practice together. 💙

✨ Mid-week is the perfect time to pause and remind yourself:
• You’re making a bigger impact than you realise.
• Your team looks to you more than they say.
• A single kind word from you can change the energy of the whole day.

So breathe. Laugh at the chaos when you can. And know that even on the hardest days, you’re not alone in this — we’re all right here with you, hustling through the week together.

Remember: Friday is closer than Monday. 😉🙌

Tag a colleague below who deserves a mid-week “you’re amazing” shout-out

© The Life of a Practice Manager. Sharing is welcome with credit/tag. Copying without credit is not permitted.

26/08/2025

⚠️ WARNING: This may cause sugar highs and a few existential crises.

🍭 The Aussie Lolly Personality Test – Practice Manager Edition 🍭

This is the only real diagnostic you need as a PM.

Pick your lolly – I’ll tell you what kind of Practice Manager you are:

🍉 Red Frogs – The community builder. You’re always checking in, organising morning teas, and keeping team spirit alive. Patients love you, staff love you – you’re the sugar that holds the practice together.

🍬 Minties – Calm under pressure, even when things get sticky. Medicare audits? Last-minute sick calls? Patients yelling at reception? You handle it with a smile (and maybe a cracked tooth).

🧡 Fantales – Full of knowledge and stories. You’ve been around long enough to know every Medicare hack, every GP quirk, and every IT shortcut. People come to you for answers and the gossip.

🍓 Strawberries & Cream – Sweet, dependable, and a little underestimated. You smooth over conflicts, keep the roster balanced, and quietly fix mistakes before anyone notices. The unsung hero.

🌈 Allen’s Party Mix – Always juggling ten things at once. Meetings, staff drama, room bookings, billing issues – you thrive in the chaos. Somehow it works.

🍬 Sherbies – A little zesty, a little shocking. You’re the one with bold new ideas for the practice. Sometimes it stings, but deep down you’re pushing everyone to level up.

💬 Pop your lolly choice in the comments and I’ll diagnose your PM archetype.
Zero CPD points awarded – but maybe some sweet validation. 🍭📋

© The Life of a Practice Manager. Sharing is welcome with credit/tag. Copying without credit is not permitted.

24/08/2025

Monday Morning Motivation 🌟

Happy Monday, Practice Managers! 💼✨

A new week means a fresh start — new challenges, new opportunities, and new wins waiting to happen. Remember:

💡 The way you start your week sets the tone for your whole team.

💡 Your leadership inspires others more than you know.

💡 Even small steps today can lead to big changes tomorrow.

So, take a deep breath ☕, set your priorities, and step into this week with confidence.

👉 You’ve got this — and your team is lucky to have you leading the way!

What’s ONE goal you’re focusing on this week? Share below ⬇️

© The Life of a Practice Manager. Sharing is welcome with credit/tag. Copying without credit is not permitted.

23/08/2025

No One Warns You About This Part of Being a Practice Manager…

It’s not the accreditation deadlines.
It’s not the billing disputes.
It’s not even the endless emails.

It’s being the person who holds everything together when staff are burnt out, doctors are overwhelmed, and patients are frustrated.

We’re the problem-solvers. The “bad guys” when policies are enforced. The first ones blamed when something slips.

But here’s the truth!

Without strong Practice Managers, most clinics would fall apart in weeks.

💬 Practice Managers — what’s the one thing no one prepared you for in this role?

© The Life of a Practice Manager. Sharing is welcome with credit/tag. Copying without credit is not permitted.

Address

Perth, WA
6000

Telephone

+61861175544

Website

http://www.thelifeofapracticemanager.com.au/

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