Practice Manager

Tranquil Minds Psychology & Psychiatry Solutions (TMPPS)

Primary Location: Penrith and Castle Hill NSW

Salary: TBD

About Tranquil Minds

Tranquil Minds Psychology & Psychiatry Solutions (TMPPS) is an established and growing multidisciplinary mental health practice providing Psychiatry, Psychology, Counselling, Assessments, Medico-Legal and other specialist mental health services.

Operating across Penrith and Castle Hill, TMPPS is continuing to expand its practitioner team, services and presence across Western Sydney and the Hills District.

We are seeking an experienced, hands-on Practice Manager who can take ownership of day-to-day practice operations, lead our administrative team and work closely with the Director to support the continued growth of the organisation.

The Role

This is not simply a reception management position.

The Practice Manager will have primary responsibility for the smooth and effective operation of our Penrith clinic while also supporting consistency and coordination across our Castle Hill location.

You will be expected to understand what is happening across the practice, identify issues before they become problems, develop solutions, support staff and practitioners, and ensure that operational matters are followed through to completion.

The role reports directly to the Director.

Key Responsibilities

Practice Operations

- Take ownership of the day-to-day operations of the business.
- Support operational coordination across Penrith and Castle Hill.
- Ensure reception, phones, emails, referrals, bookings and patient enquiries are managed efficiently.
- Monitor appointment flow, practitioner schedules and room utilisation.
- Maintain appropriate administrative coverage and manage unexpected staffing or operational issues.
- Ensure clinic facilities, supplies and general operational requirements are maintained.
- Identify workflow problems and implement practical improvements.

Team Leadership

- Lead, support and coordinate the administrative team.
- Prepare and manage staff rosters and appropriate clinic coverage.
- Allocate responsibilities and monitor completion of tasks.
- Provide coaching, training and ongoing support to administrative staff.
- Address performance, communication or workflow issues promptly and professionally.
- Help create a culture of accountability, teamwork and continuous improvement.
- Conduct regular team check-ins and communicate important operational updates.

Patient Experience

- Maintain a skilled, respectful and supportive patient experience.
- Manage escalated patient enquiries and complaints where required.
- Support staff in dealing appropriately with distressed, vulnerable or challenging patients.
- Monitor administrative processes that affect waiting times,



communication and continuity of care.
- Maintain high standards of privacy and confidentiality.

Billing & Practice Administration

- Oversee accurate billing and payment processes across private, Medicare and relevant third-party funding streams.
- Support administrative workflows relating to SIRA, NDIS, DVA, medico-legal and other services.
- Monitor outstanding accounts and administrative follow-up.
- Identify billing errors, workflow gaps and opportunities to improve accuracy.
- Work with practitioners, administration and management to resolve billing or account issues.

Practitioner Support & Onboarding

- Coordinate onboarding of new psychiatrists, psychologists, counsellors and other practitioners.
- Ensure practitioners receive appropriate administrative and systems support.
- Coordinate provider information, schedules, rooms and relevant practice documentation.
- Assist with establishing new services and practitioner availability.
- Maintain effective professional relationships between practitioners and the administrative team.

Systems, Compliance & Process Improvement

- Support effective use of Gentu and other TMPPS systems.
- Ensure administrative procedures and practice policies are consistently followed.
- Maintain appropriate documentation and operational records.
- Identify opportunities to simplify, automate or improve practice workflows.
- Support privacy, workplace, healthcare administration and organisational compliance requirements.

Reporting & Director Support

- Work directly with the Director on operational priorities and growth initiatives.
- Provide regular visibility of staffing, patient flow, practitioner utilisation, billing issues and operational risks.
- Escalate significant issues early and, wherever possible, present recommended solutions.
- Assist with projects relating to new practitioners, services, systems and locations.
- Gradually take ownership of operational responsibilities currently requiring Director involvement.

About You We are looking for someone who combines strong healthcare administration knowledge with genuine leadership capability.

You will ideally have

- Demonstrated Practice Manager, Clinic Manager or comparable healthcare operations experience.
- Experience managing and developing administrative teams.
- Strong understanding of medical or allied-health practice operations.




- Excellent organisational and prioritisation skills.
- Confidence managing competing demands in a busy clinical environment.
- Strong problem-solving skills and a willingness to take ownership.
- Excellent written and verbal communication.
- Sound judgement and discretion when dealing with sensitive information.
- Ability to work autonomously while maintaining close communication with the Director.
- A calm, professional and solutions-focused leadership style.

Highly Regarded Experience within any of the following will be particularly valuable:

- Psychiatry or mental health practices
- Psychology practices
- Specialist medical practices
- Multidisciplinary allied-health practices
- Multi-site healthcare operations
- Medicare and private billing
- SIRA / Workers Compensation
- NDIS
- DVA
- Gentu or similar practice management systems
- Practitioner recruitment and onboarding
- Practice growth or new-site establishment

What Success Looks Like Within the first 3–6 months, the successful Practice Manager should be able to:

- Understand and confidently manage TMPPS's core operational workflows.
- Establish solid working relationships with practitioners and administrative staff.
- Ensure Penrith operates effectively without requiring constant Director intervention.
- Improve staff accountability and communication.
- Identify and resolve recurring administrative and workflow problems.
- Provide the Director with clear visibility of operational issues and priorities.
- Support consistency between Penrith and Castle Hill.
- Demonstrate measurable improvements in efficiency, patient experience and practice organisation.

What We Offer

- Attractive remuneration, depending on experience.
- A genuine leadership position within a growing mental health organisation.
- Direct working relationship with the Director.
- Significant autonomy and opportunity to shape practice operations.
- Exposure to Psychiatry, Psychology, Counselling, Assessments and specialist mental health services.
- Opportunity to contribute to TMPPS's continued multi-site expansion.
- Professional development and genuine opportunities for career progression as the organisation grows.
- Supportive multidisciplinary environment.

We are particularly interested in candidates who enjoy taking ownership, developing teams, improving systems and helping an organisation grow. If you are an experienced healthcare Practice Manager looking for a role where you can make a meaningful operational contribution rather than simply maintain existing processes, we would welcome your application.

Pay: $90,000.00 – $105,000.00 per year

Experience

- Practice Manager: 3 years (Required)

Work Location: In person

📌 Practice Manager (Penrith)
🏢 Tranquil Minds Psychology and Psychiatry Solutions (TMPPS)
📍 Penrith