ASSISTANT PRACTICE MANAGER

Job description

Job responsibilities

Job responsibilities:

Production of Performance and Quality Information

• To be aware of national, local and practice quality standards for chronic disease management.
• To provide support to clinical sub groups in correctly identifying and targeting patients for assessment and treatment.
• To ensure staff are aware of the importance of maintaining disease registers and assist in the validation process.
• To provide advice and support for clinical sub groups and to produce regular reports on the progress of these groups in achieving their targets.
• To assist in the production of information for clinical audit as requested by the clinical sub groups.
• Data quality
• To oversee QOF
• To create and run recall systems
• To work with the ICB to validate patient information, performing regular checks and quality audits. Work with partners and management team on strategic planning for all aspects of the Practice.
• Training - individual and approval of visiting speakers / sponsorship of meetings.
• Produce annual complaints report for HA.
• Keep record of list sizes, adjust registration rota.
• To be responsible for mapping patient information flows.
• To provide support and training for current and new staff ensuring that data quality guidelines are understood and adhered to.
• Practice administrator for clinical system
• To oversee the administration of the clinical system, ensuring staff complete housekeeping and back ups as outlined in the practice policy.
• To ensure the clinical integrity of the system working with the ICB to implement their guidance.
• To oversee the security and validation processes for the clinical system.
• To provide advice and guidance to the practice in the change to becoming paper light.
• To provide support advice and training for current and new practice staff in the use of the clinical system
• Practice co-ordinator for IT hardware.
• To maintain an equipment log ensuring that ICB and practice owned equipment is readily identifiable.
• To provide support and training for current and new staff in resolving simple problem with PCs and printers.
• To liaise with ICB IT support department to resolve other hardware and software issues.
• To coordinate Palliative Care and Multidisciplinary Team meetings.
• Update Appointment Book with GP Sessions.
• Deputise for the practice manager in the practice managers absence.

Confidentiality:

• 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

Patients

Develop and maintain new and existing services.

Deal with complaints (if requested).

Organise flu clinics, co-ordinate staffing and vaccine supply

Other special clinic services.

Employed staff

Undertake workload planning.

Health and Safety

VDU assessments

Contract staff.

Organise systems for the services they provide.

Support locums

Support ARRs staff.

Information technology

Be the practice lead for Information Technology systems

To have an overall understanding of all IT systems in the buildings.

Maintain Network (hardware & software).

Make recommendations for upgrades.

Maintain referral database.

Maintain staff database.

Have a clear understanding of telephone systems, daytime and out of hours.

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Information

Ensure all staff and doctors are kept informed on all policy changes.

Organise meetings.

Issue procedures and policies.

Act as a central source of information.

Manage paperwork systems including post, internal and external.

Manage internal computer mailing system.

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
• Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers
• Undertaking periodic infection control training (minimum annually)
• Routine management of own team / team areas, and maintenance of work space standards

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
• Recognize peoples needs for alternative methods of communication and respond accordingly

The practice

Develop, maintain and market new and existing services.

Manage enhanced services.

Other organisations

Liaise with:

HA - Finance, ICB, registrations.

Social Services.

Hospitals.

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

Desirable

• Previous Management / Supervision experience is desirable.
• Experience of working in a GP Practice.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Melbourne Park Medical Centre

Address

Melbourne Road

Aspley

Nottingham

NG8 5HL

Employer's website

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