Job responsibilities
The Practice Manager will demonstrate robust leadership and management skills, be well organised, highly motivated and financially astute. They will be aware of local and national proposals and initiatives, and assist the Partner to implement delivery of these plans and maximise practice income.
The Practice Manager will also have operational management experience, competency in office IT and excellent people-management, communication and organisational skills at all levels.
The Practice Manager will need to ensure that the practice is compliant with all aspects of health and safety, employment legislation and CQC (Care Quality Commission) registration/compliance.
Summary Objectives:
Contribute to Practice strategy; formulate objectives and research and develop ideas for future Practice development
Initiate, manage and maintain an effective communications strategy, which will encompass internal and external communication and wider partnership working
Summary Responsibilities
The Practice Manager is responsible for the following:
- HR/Recruitment
- Staff management
- Administration of all practice systems
- Compliance/Policies & Procedures
- IT infrastructure
- Enhanced Services implementation and delivery
- Patient communication, information, feedback
The Practice Manager will help to manage the operational day-to-day running of the practice and oversee the other members of the team including reception, administration and secretarial teams. He/she will also help to manage employed doctors, ANPs, nurses, HCA and students in all matters related to their contract, but work in conjunction with the Partners on clinical performance issues.
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
- Evaluate, organise and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role
- Maintain effective staff appraisal and monitoring systems
- Support and mentor staff, both as individuals and as team members
- Implement effective systems for the resolution of disputes and grievances
- Keep abreast of changes in employment legislation
- Maintain up to date HR documentation (including job descriptions, employment contracts and employment policies)
Financial
The post holder to ensure financial probity, to include:
Provide financial update reports as required by the partner
Maintain an overview of the practice finances and work with the partner to identify any potential threats, challenges or opportunities for the practice financially
Liaise with the accountant, the bank and the partners over financial matters
Deal with invoicing and regular bank reconciliations
Liaise with suppliers to negotiate best prices on all vaccines, equipment and appliances required by the practice
Liaise with the CCG and PCN regarding queries with payments relating to the GP contract
Directly contribute to profit improvement by exploring means of increasing income and efficiency and reducing costs
Regularly monitor the progress of QOF and ensure timely submission of clinical and management programmes
Monitor patient turnover and capitation
Organisational
- Convene meetings, prepare agendas and ensure distribution of minutes as necessary
- Develop Practice protocols and procedures as necessary, review and update as required
- Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place
- Develop and review Health & Safety policies and procedures and keep abreast of current legislation
- Ensure that the Practice has adequate disaster recovery procedures in place
- Arrange appropriate maintenance for Practice equipment
Patient Services
- Ensure service development and delivery is in accordance with local and national guidelines
- Ensure that the Practice complies with NHS contractual obligations in relation to patient care
- Liaise with patient groups
Information Management & Technology
- Keep abreast of the latest development in primary care IT including DoH initiatives such as EPRs and disease coding, and regularly update the Practice Management Team
- Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training
- Liaise with the relevant authorities regarding systems procurements, IT funding and national IT development programmes
- Maintain the Practices website and/or Facebook page
Compliance
- Health and Safety adherence
- Infection Control managerial lead
- Ensuring drug storage, safety and vaccine cold chain processes are adhered to
- Compliance with GMS contract terms
- DES, LES, Quality Contract and successor contract terms implementation and delivery
- Writing and maintaining policy documents
The above list is not exhaustive, and the Practice Manager will be expected to use their experience and initiative to move the practices forward efficiently and effectively.
General Requirements
Contribute to the continuous professional development of the business, taking part in individual supervision and team meetings to ensure consistent practice.
Ensure the surgeries policies and procedures are adhered to, paying particular attention to confidentiality and the surgery rules regarding the handling of personal identifiable information.
Participate in appraisals, training and personal continuous development.
Work as part of a team to ensure the delivery of quality health care services.
Health& Safety
The post-holder will implement and lead on a full range of promotion and management of their own and others health and safety and infection control 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):
- Using personal security systems within the workplace according to practice guidelines
- Awareness of national standards of infection control and cleanliness and regulatory / contractual / professional requirements, and good practice guidelines
Infection Prevention and Control
All employees are expected to follow consistently high standards in the prevention and control of infection, especially with reference to hand hygiene, adherence to dress/uniform code and for clinical staff all procedures involving aseptic technique, be aware of and follow the Infection Control guidelines and procedures relevant to their work, participate in mandatory training and annual updates.
- Protecting patients from infection is everyones responsibility.
Equality & Diversity
It is the responsibility of all employees to support Lane Ends Surgerys vision of promoting a positive approach to diversity and equality of opportunity, to eliminate discrimination and disadvantage in service delivery and employment, and to manage, support or comply through the implementation of Equality & Diversity Policy.
Confidentiality
You must not use such information for your own benefit nor disclose it to other persons without the consent of Lane Ends Surgery and the party concerned unless required to do so by law. This applies both during and after the termination of your employment.
- 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.
Any breach of confidentiality during employment may be regarded as serious misconduct and could lead to summary dismissal.
Quality
The post-holder will strive to maintain quality within the practice, and will:
- 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