Practice Manager

Job description

Job responsibilities

Job responsibilities:

The list below is not exhaustive and may include other areas of work. In addition, where possible, some areas of this work can be delegated to other members of staff, but the overall responsibility lies with the Practice Manager.

Operational Management

Implementing new initiatives to continuously improve the efficiency and effectiveness of the practice ensuring appropriate manpower is available.

Ensuring immediate issues that arise during the working day, e.g. patient, staff, doctor, premises issues are dealt with in an appropriate and timely manner.

Direct line management of the IT Manager, Business Manager, HR Manager, Reception Manager, Quality Manager and support for the Nurse Manager (for non-clinical issues) and overall responsibility for the non-clinical staff.

Ensuring effective communication between all team members including GPs, Nurses, and non-clinical staff.

Responsible for maintaining effective relationships with external organisations, i.e. The Integrated Care Board (ICB), Mercian Primary Care Network (PCN), Accountant, Solicitor etc.

Monitoring Quality Improvement Activity.

Responsible for ensuring a Recovery Plan is in place and up to date.

Responsible for managing and dealing with complaints, in conjunction with the Partners when appropriate.

Finance and Profitability

Overall responsibility for financial matters.

Overall responsibility for financial product management

Overall responsibility for the overview of the various Enhanced Services.

Administration of the CQRS claims submission software and overview and approval of the submission of claims to NHS England.

Overall responsibility for reconciling payment statement.

Overall responsibility for resolving financial queries.

Overall responsibility for the invoice management and banking functions, including reimbursements, where appropriate.

Overall responsibility for management of Partner drawings in conjunction with the accountant, buy ins and pay outs.

Overall responsibility for the annual renewal of Surgery (including Employers Liability), Staff Absence and Tax Investigation Insurance.

Alerting the partners to any financial issues and providing financial reports on request.

Overseeing the Practices income and expenditure, working to ensure that maximum profitability is achieved.

Partnership Business

Providing comprehensive, innovative and professional management support to the Partners, helping to develop strategies to meet both Practice and NHS England objectives.

Setting dates and agendas for Partnership meetings, recording the minutes and actions agreed.

Maintaining the Partnership Agreement, managing and issuing revisions as required.

Responding to Partnership changes, taking appropriate actions regarding GMS Contract variation management and PSCE submissions.

Care Quality Commission

Advise the partners on action needed to maintain compliance with the CQC and ensure that practice systems meet the Essential Standards

Manage the process by which the practice maintains registration with the CQC

Monitor and develop the operation of the practice as needed to ensure that all Essential Standards continue to be met by the provider.

Support the partners through any inspections from the CQC

Implement and follow up any action or improvements recommended by the CQC to maintain registration.

Personnel Management

Supporting the HR Manager in overseeing the HR function for the Practice.

Overall responsibility for the accurate monthly compilation of the payroll.

Ensuring that the Practice completes all actions in relation to NHS Pension schemes.

Lead contact for the Patient Participation Group (PPG)

Premises

Responsible for:

Utilities Contract management, payments and claims

Upkeep and maintenance of building

Maximising claiming where appropriate from the Integrated Care Board (ICB)

Information Governance

Responsible for matters relating to Information Governance and Data Sharing

Responsible for the Data Protection registration and annual completion of the Data Security Toolkit.

Policies and Procedures

Responsible for ensuring the review of all Policies and Procedures and communicating any changes to Practice staff.

Implementation of any new Policies and Procedures and ensuring information is available, as appropriate.

Meetings

Attending weekly Practice Meetings.

Attending Practice Manager meetings

Attending Primary Care Network meetings

Attending Patient Participation Group meetings

Meeting with individual GPs, as required.

Acting on any attributed actions arising out of the various meetings.

Future Planning

Provide strategic management to the Practice to ensure an effective long-term plan.

Preparation of the Practice Business Plan and Practice aims and objectives as required by the partners.

Keeping abreast of developments within the NHS that may have implications for the Practice or individual partners and offering options for consideration by the partners.

Confidentiality:

While 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.

The postholder 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

Health & Safety:

The post-holder will implement and lead on the full range of promotion and management their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):

Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.

Maintain and up to date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the business

Using personal security systems within the workplace according to Practice guidelines

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business

Making effective use of training to update knowledge and skills, and initiate and manage the training of others

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed

Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised

Undertaking periodic infection control training (minimum annually)

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

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

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

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

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the Practice, and will:

Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognise peoples needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services:

The post-holder will:

Apply Practice policies, standards and guidance

Discuss with other members of the team how the policies, standards and guidelines will affect own work

Participate in audit where appropriate

Person Specification

Experience

Essential

• Experience of and success at communicating with and managing people.
• Experience as a people manager, with some knowledge of employment law and health & safety regulations.
• Experience of working in teams and able to promote a team spirit.
• Evidence of a commitment to continuing professional development. Experience of working with members of the public.
• Management experience in the NHS or in practice management. Experience of EMIS.

Desirable

• Experience of PCNs and how they work

Qualifications

Essential

• Evidence of a sound education to a minimum of GCSE level
• Evidence of a commitment to continuing professional development

Desirable

• Degree level certification
• Relevant management qualification

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

Aldergate Medical Practice

Address

Salters Lane

Tamworth

Staffs

B79 8BH

Employer's website

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