Practice Manager

Job description

Job responsibilities

Practice Manager - Job Description

Job Title:

Practice Manager

Responsible to:

The Partners

Responsible for:

All Salaried and Contracted Staff

Job Purpose:

Provide strategic and operational leadership and management skills to enable the Practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment.

Duties and Responsibilities

Strategic, Management and Planning

Keep abreast of current affairs and identify potential threats and opportunities

Contribute to Practice strategy; formulate objectives and research and develop ideas for future Practice development

Monitor and evaluate performance of the Practice team against objectives; identify and manage change

Develop and maintain effective communication both within the Practice and with relevant outside agencies

Prepare and update the Practice Development Plan, oversee the implementation of the aims and objectives

Assess and evaluate accommodation requirements and manage development and expansion plans

The Practice is part of Rushcliffe PCN and PartnersHealth, a partnership of all Rushcliffe GP Practices working collaboratively to deliver high quality patient care and enhance individual practice business resilience. The Practice Manager works alongside the practice management group within Rushcliffe and is expected to participate in resilience workstreams. The Practice Manager should also support and promote staff engagement with PCN/PartnersHealth meetings and initiatives as appropriate.

Financial Management

Manage Practice budgets and seek to maximise income

Through negotiation with the commissioning bodies and NHS England, and preparation and submission of regular development plans, ensure the Practice receives an appropriate and equitable allocation of resources

Understand and report on the financial implications of contract and legislation changes

Manage Practice accounts; submit periodic and year-end figures promptly and liaise with the Practice accountant

Monitor cash-flow, prepare regular forecasts and reports to the partners

Manage and monitor the staff payroll system, PAYE and pensions for Practice staff and maintain appropriate records

Manage systems for handling and recording of cash and cheques and petty cash.

Monitor QOF to ensure maximum points are achieved. Monitor and claim for income due from enhanced service claims .

Human Resources

Oversee the recruitment and retention of staff and provide a general personnel management service

Ensure that all staff are legally and gainfully employed. Monitor skill-mix and deployment of staff

Manage staffing levels within target budgets

Evaluate, organise and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role

Develop and implement effective staff appraisal and performance monitoring systems

Support and mentor staff, both as individuals and as team members

Maintain up-to-date HR documentation (including job descriptions, employment contracts with variances, staff handbook) in line with employment legislation

Implement effective systems for the resolution of disputes and grievances

Keep abreast of changes in employment legislation

Organisational

Convene meetings, prepare agendas and ensure distribution of minutes as necessary

Develop Practice protocols, procedures, and other practice documentation. Review and update as required

Ensure that Practice premises and equipment are properly maintained and cleaned and that adequate fire prevention and security systems are in place

Manage the procurement of Practice equipment, supplies and services within target budgets

Develop and review Health & Safety policies and procedures and keep abreast of current legislation

Arrange appropriate insurance cover

Ensure that the Practice has adequate business continuity procedures in place

Patient Services

Adopt a strategic approach to the development and management of patient services

Ensure service development and delivery is in accordance with local and national guidelines and that the Practice complies with NHS contractual obligations in relation to patient care

Act as the Practices carers champion

Maintain registration policies and monitor patient turnover and capitation

Develop and implement an effective complaints management and significant event reporting systems

Oversee and/or organise surgery timetables, duty rotas and holiday cover together with the appointments system

Routinely monitor and assess Practice performance against patient access and demand management targets

Liaise with patient groups and take an active role with the Practice PPG

Information Technology and Data Services

Evaluate and plan Practice IT implementation and modernisation acting as the Practice contact with the contracted ICT support organisation(s), together with ensuring that there is adequate and appropriate support for the Practices systems and infrastructure

Keep abreast of the latest IT developments in all aspects of primary care and regularly update the Practice team

Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training

Ensure that the Practice has effective IT data security and back-up regimes

Liaise with the commissioning organisation(s) and NHS England regarding systems procurement, IT funding and national IT development programmes.

Develop and maintain the Practices website

Ensure that the Clinical software and other associated systems are used in the most appropriate and effective manner by all staff

Act as the RA for the organisation

Information Governance & Confidentiality

Responsible as the Information Governance lead and Information Asset Owner (IAO). To assist the Senior Information Risk Owner as Liaison Officer, acting up as required

Ensure that all appropriate IG records and submissions are completed to the highest standards

Manage all subject access requests and ensure that these and other requests for medical information are processed and provided appropriately

Ensure that all policies are up to date regarding information governance

To promote and adhere to the following:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential

Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Equality and Diversity

Support the equality, diversity and rights of patients, carers and colleagues

Act in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation

Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behave in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights

Health and Safety

Act as the Practice health and safety lead

Assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy

Carry out timely risk assessments in all relevant work activities and undertake such activities in a way that manages those risks

Liaise with the Infection Control lead using appropriate procedures, maintaining work areas in a tidy and safe way and free from hazards

Ensure training, knowledge and skills are up to date and that these are used effectively

To report potential risks identified and to ensure any reported risks are handles appropriately

Quality

Ensure the Practice meets and exceeds the standards set by the Care Quality Commission and is placed to evidence this

Effectively manage own time, workload and resources

Work effectively with individuals in other agencies to meet patient needs

Person Specification

Experience

Essential

• Proven experience
• Human Resources management
• Problem solving

Desirable

• General Practice Management
• Financial management
• Premises management
• Project Management experience

Knowledge

Essential

• Information Governance
• Accounting, business management systems & budgeting
• Project Management

Desirable

• NHS
• Knowledge of SystmOne
• HR & Employment Law
• Local Health Economy

Personal Attributes

Essential

• Excellent interpersonal skills
• Organised
• Team Player
• Self-motivated
• Proactive and open to change
• Discrete and confidential
• Committed to work ethic of practice
• Flexible working approach
• Professional approach
• Keen eye for detail

Communication

Essential

• Patient/customer focus skills
• Communicate with all areas of the practice team
• Ability to listen and empathise
• Cultivate excellent on-going working relationships within the outside of the practice

Qualifications

Essential

• Evidence of CPD

Desirable

• Education to a degree level
• Relevant management or accounting qualification

People Management Skills

Essential

• Effective team worker with the ability to inspire
• Good staff development skills
• Change Management skills
• Workforce planning
• Potential to lead a clinical & non-clinical team

Desirable

• Ability to performance manage different levels of staff

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

PartnersHealth

Address

West Bridgford Medical Centre

97 Musters Road

West Bridgford

Nottingham

NG2 7PX

Employer's website

https://www.partnershealth.co.uk (Opens in a new tab)