Job responsibilities
Job
Summary:
The
Practice Manager will take ownership of the efficient day to day running of the
practice, overseeing staff, championing collaborative working and working as a
key member or the Management Team.
They
will offer strong leadership and business acumen to enable the practice to meet
its agreed aims and objectives within a profitable, efficient, safe and
effective working environment.
They will foster positive relationships with staff, patients and the wider health and care community to continually improve our service to patients and promote a good image of the practice.
Duties
and Responsibilities
Partnership
Work
with the partners and management team on strategic planning for all aspects of
the Practice, including business development.
Attend
partners meetings organise agenda, record minutes and take responsibility
for coordinating implementation of actions.
Be
responsible for coordinating the allocation of GP clinical and non-clinical
time with an overview of workload planning against service requirements, short
and long term.
Coordinate
business and commissioning meeting attendances for partners and management team
when appropriate.
Liaise
with solicitors where necessary on legal matters.
Manage
and advise on partnership changes relating to retirement, new appointments, and
alterations in share with legal and financial implications.
Take
responsibility for liaison with accountants and finance manager concerning
cash-flow, superannuation, and taxation. To have a clear forecast of practice
finances.
Take
responsibility for ensuring continuing professional indemnity and locum
insurance cover for partnership.
Report
financial position to partners on a quarterly basis.
Any
other task requested by the partnership.
Inform
the partners of critical issues when necessary.
Management
and Planning
Direct line management of the: Operations Manager
(HMC), IT Manager (HMC), Administrative Services Manager and Finance Manager.
Contribute to the practice development by staying
informed on current primary care affairs and identifying potential threats and
opportunities.
Shape the practices direction by setting objectives
and generating ideas.
Drive team performance by monitoring and evaluating
outcomes against objectives.
Contribute to service quality improvements by
collaborating with the management team.
Ensure the practice maintains compliance with its
NHS contractual obligations.
Finance
Financial
responsibility for the partnership business including performance against
budget.
Monitor
and control cash-flow to minimise expenditure, maximise income, and maintain a
healthy current account.
Take
responsibility for liaison with accountants, finance manager and have a clear
understanding of superannuation.
Liaise
with practice bankers to control use of bank accounts for effective management
of partnerships financial obligations, including superannuation and taxation.
Monitor
and maintain NHS income, QOF against targets, enhanced services contracts, IIF
and CCLIP income.
Monitor
notional rental NHS income and co-ordinate systems for payment of on-costs for
NHS services.
Manage
income for F2, GP registrars and for training medical students.
Promote
and manage income from medical research.
Develop
and monitor income from private room rental and private service provision.
Develop
efficient systems for managing insurance reports and other private work.
Manage
systems for the acquisition of equipment, treatment room supplies, vaccines and
medication stocks.
Contribute
to strategic development of business to maintain and increase income from a
breadth of sources, analysing and reporting on threats and opportunities.
Human
Resources
Work
collaboratively with the HR Department, supporting staff recruitment, retention
and skill development.
Support
with Disciplinary and grievance situations where necessary.
Patients
Maintain
and develop services with input from patients.
Liaison
with the Patients Participation Group through attendance of its meetings and
through maintaining regular contact with its chairperson.
Maintain
awareness of patients views of services with inputs from PPG, Friends and
Family Test, NHS Choices, secret shoppers, patient complaints and comments, and
any other reliable source.
Coordinate
communication with patients via new patient packs, the practice website, social
media, TV monitors and other waiting room resources.
Maintain
the complaints procedure and ensure it meets CQC standards and patients
expectations and manage communication in this area.
Staff and
Communication
Will build good relationships with staff and ensure
they are approachable and treat staff with respect and dignity. Encourage
employee motivation, professional development, and satisfaction.
Mentor and support team members individually and
collectively.
Foster
excellent communication within the practice team, with our patient population,
and with the wider health and care community.
Understand
and develop efficient communication systems within the practice.
Act
as a central source of information for and about the practice.
Ensure
all staff and clinicians are kept informed of significant policy changes.
Cascade
information in a targeted and efficient way to the partner.
Overarching
leadership of the management team. Troubleshoot if there are areas of concern.
Ensure
there are adequate levels of staffing by advance planning.
Information Technology
Maintain
an overall understanding of the IT systems used by the medical centre,
including office, patient interface, document management systems, and clinical
records SystmOne.
Work
with our IT administrator to manage systems for accurate financial management,
patient registrations, document management, and efficient telecommunications.
Work
with our IT administrator to develop and supervise systems for the accurate
reporting of: list size, disease
prevalence and registers, and clinical outcomes against target.
Keep
records of in-house clinical and referral activity to aid service development
and commissioning decisions.
Liaise
with the SystmOne provider and other
users of the same system to maintain an understanding of opportunities and
threats in its development.
Seek
ways of improving efficient use of IT systems, including resourcing training
support where appropriate.
Maintain
and update our IT&M policy documents and have robust policies for crisis
management in the event of system failures.
Premises in
association with Operations Manager
Be
responsibility for overall management of the premises.
Manage
efficient use of space and rooms.
Maintain
a tidy and comfortable working environment for staff and patients.
Foster
a culture of care and responsibility in staff for their domains.
Manage
day-to-day maintenance (cleaning and repairs)
Understand
and maintain security systems key policy, alarms, lighting etc.
Ensure
appropriate insurance cover for building and contents.
Plan
resources for future major premises upgrades, decorating and repairs.
Project
manage any new building developments or repairs.
Arrange
valuations when appropriate.
Additional
Responsibilities
CQC
Have
a good understanding of the practices obligations under CQC.
Ensure
that the practice achieves all the required standards.
Maintain
up to date protocols in an accessible and catalogued format.
Educate
staff in this regard and maintain their understanding in relevant areas.
Liaise
with CQC when appropriate.
Be
prepared to manage a CQC inspection at short notice.
Other
organisations
Liaise
with other organisations to work constructively for wider healthcare
development and to support partners involved in commissioning or service
provision on behalf of the practice:
ICB
PCN
LMC
NHS
England
Secondary
Care providers
Community
Care providers
Academic
and professional institutions