Job summary
The Site/Practice Manager is responsible for playing a pivotal role in the delivery of high-quality primary health care, providing and supporting the Partners in management resources to achieve the teams goals, and reporting to and supporting the Site/Practice Partners in delivering high-quality patient services within a safe, efficient working environment by effectively supporting clinicians and the administrative team.
Additionally, they will collaborate closely with the Managing Partner to enhance the financial and patient care performance of the practice through initiatives such as QOF, LCS, and Enhanced Services. Moreover, they will oversee the daily management of the practice, ensuring adequate and well-planned staff rotas to meet the practices needs, addressing issues as they arise to maintain smooth service operations.
To accomplish this, the Site/Practice Manager will manage, train, and develop the administrative team, as well as liaise with clinical team members throughout the day to facilitate clear communication and teamwork across the site.
Main duties of the job
The Site
Manager will analyse performance and follow protocols for each of the targets
listed below. This will typically include liaison with the Site/Practice
Manager and relevant clinical staff.
The Site
Managers areas of responsibility include:
- Quality
and Outcomes Framework (QOF)
- All Enhanced Services and Locally Commissioned Services (LCS)
-
Contractual Requirement (alongside Site/Practice Manager)
- Medicines
Management
- Childhood
immunisations
- Other
immunisations (Contractual Additional Service)
- Influenza
vaccinations
-
Registrations (alongside Reception Lead)
- Emis
Workflow Management
- Training
and development of administrative staff.
- IT Lead
- Enhanced
Services, LCS and other services submissions
- Payment
reimbursement submissions (congestion charge and PPA)
- Staffing
Rota and Management.
- Medical
Report and Non NHS Work Management
-
Recruitment, induction and training of new administrative staff and Locum Cover
- Practice
statistic and feedback collection/ analysing data.
- Maintain
Practice Registers: Learning Disabilities, Palliative Care, Housebound, Child
Protection , Unplanned Admissions, Carers etc (work and delegate alongside
other administrators)
- Support
the Managing Partner in operationally and effectively running the day to
business on site at the branch specified.
About us
Medicus Health Partners is the largest GP Partnership in Enfield, delivering services to over 94,000 patients from its 9 locations.
All locations work on the same systems and our patients can access services, attend appointments and get help wherever they see the Medicus Logo. In January 2021 all GP contracts merged and Medicus Health Partners is now fully integrated and operates as a single contract.
Support for COVID-19 has also been a focus and continues with a dedicated Vaccine Hub in Enfield at MHP-Carlton House location has given the local population access to vaccinations since December 2020.
Medicus Health Partners is also part of Enfield Unity Primary Care Network, working with other practices in the area to share resources to enhance services and support our patients.
Job description
Job responsibilities
KPIs and Target Framework
-
To read and
be aware of all the Enhanced Services, Locally Commissioned Services, QOF, BMA
Contracts KPIs Medicines Management and additional Services.
-
To be
updated with specifications on an annual and adhoc basis of all requirements.
-
To plan and
implement processes to achieve targets.
-
To work
alongside Partners, GPs, Nurses and administrative staff to achieve targets.
-
Submissions
of all target and audit based work as per specifications and contracts.
Planning
-
To liaise
with Clinical Partners, Managing Partner and Senior Management in setting
strategic planning targets and share joint responsibility with them for
achievement of these targets.
-
To undertake
tasks towards the agreed aims and be wholly responsible for them.
Team and
Personnel Management
-
To plan and
co-ordinate the recruitment, induction and training of new administrative
staff.
-
To assist in
planning and recruitment of Locum cover.
-
To assist in
the preparation of a work rota for the doctors and arrange locum cover when necessary.
-
To be
responsible for the organisation of the reception staff rota, ensuring adequate
cover during periods of staff sickness or leave.
-
To identify
and meet the team members training and development needs.
-
To monitor
staff sickness and absence and oversee the leave rota.
-
To ensure
that all Practice staff are aware of the need for confidentiality, both of
patient and Practice information.
Patients
-
To be aware
of patients needs and work towards Practice innovation to meet those needs.
-
To be responsible
for the collection and collation of data and feedback about patients needs and
satisfaction.
-
To liaise
with patient and community representatives.
Quality
-
To be
accountable with the other team members for setting standards of quality and
service provision and monitoring their achievement.
-
To promote
ideals of quality and achievement of standards amongst all team members.
-
To
co-ordinate all audits within the practice.
Finance
-
To work
alongside the Site/practice manager for the setting up of new, and maintenance
of existing, systems to maximise all Practice income.
-
Where
required by the Central Finance Team, to monitor and check the accuracy of the
Enhanced Services, Contractual Requirements and other PMS claims and ensure
that all claims are submitted on a monthly and quarterly basis.
-
To ensure
PPA reimbursement forms are completed and submitted on a monthly basis.
-
Supervise
and liaise with Site/Practice Manager for the purchasing of all equipment,
drugs, supplies and stationery and ensure best value is obtained, where central
ordering is not applicable.
Information Technology and Computing
-
The Site
Manager will be IT lead on all EmisTemplate, Searches, Protocol and concepts
updates. Ensure IT hardware and software is well maintained where appropriate
liaising directly with Systems IT and GP IT teams. To also ensure all updates /
upgrades go smoothly.
-
To be Smart
Card Sponsor for the practice alongside the Site/Practice Manager
-
To ensure
that read codes are correctly administered across records throughout the
practice. The DSM will work with the Site/Practice Manager to develop
electronic templates to better manage read coding requirements.
-
To utilise
clinical software to perform searches, extracting and validating patient and
statistical data for the preparation of reports.
Practice Reception/Administration
-
To maintain
and further develop systems and protocols for the smooth and efficient running of
the reception and appointments and administration system
-
To maintain
a thorough knowledge of reception and administration systems.
-
To be
prepared to undertake reception or secretarial duties in the case of absence of
usual reception/administration staff due to annual leave, sickness or any other
reason.
Liaison
-
To promote
good relationships between the Practice and outside bodies such as Health Authorities,
Primary Care Groups, community trusts, patient and community groups, the bank
and accountant, etc.
-
To prepare
for, organise and attend practice, wider health team and management meetings and
follow up decisions made.
-
To liaise
with the Managing Partner and Site/Practice Manager on all necessary matters.
Personal and Professional Development
To actively
seek to keep professional knowledge and skills up-to-date including assessment of
own learning needs and attendance at relevant training courses as required.
Information Governance
-
To ensure
that the Information Governance framework is adhered to.
-
Personal
Information within the practice needs to be dealt with in a confidential and
secure manner.
-
To ensure
all members of staff have adequate training to provide consistency to
information handling.
Equal Opportunities
The post
holder will ensure that the Practice Policies and the Health Authority policies
on Equal Opportunities are understood and adhered to.
Health And Safety
Be aware of
your responsibility under the Health and Safety at Work Act 1974 and ensure
that agreed safety procedures are carried out in order to maintain a safe
environment for employees, patients and visitors.
Other Duties
-
To undertake
such other duties as may reasonably be required.
-
To be
flexible in approach, recognising the needs of a developing practice.
Job description
Job responsibilities
KPIs and Target Framework
-
To read and
be aware of all the Enhanced Services, Locally Commissioned Services, QOF, BMA
Contracts KPIs Medicines Management and additional Services.
-
To be
updated with specifications on an annual and adhoc basis of all requirements.
-
To plan and
implement processes to achieve targets.
-
To work
alongside Partners, GPs, Nurses and administrative staff to achieve targets.
-
Submissions
of all target and audit based work as per specifications and contracts.
Planning
-
To liaise
with Clinical Partners, Managing Partner and Senior Management in setting
strategic planning targets and share joint responsibility with them for
achievement of these targets.
-
To undertake
tasks towards the agreed aims and be wholly responsible for them.
Team and
Personnel Management
-
To plan and
co-ordinate the recruitment, induction and training of new administrative
staff.
-
To assist in
planning and recruitment of Locum cover.
-
To assist in
the preparation of a work rota for the doctors and arrange locum cover when necessary.
-
To be
responsible for the organisation of the reception staff rota, ensuring adequate
cover during periods of staff sickness or leave.
-
To identify
and meet the team members training and development needs.
-
To monitor
staff sickness and absence and oversee the leave rota.
-
To ensure
that all Practice staff are aware of the need for confidentiality, both of
patient and Practice information.
Patients
-
To be aware
of patients needs and work towards Practice innovation to meet those needs.
-
To be responsible
for the collection and collation of data and feedback about patients needs and
satisfaction.
-
To liaise
with patient and community representatives.
Quality
-
To be
accountable with the other team members for setting standards of quality and
service provision and monitoring their achievement.
-
To promote
ideals of quality and achievement of standards amongst all team members.
-
To
co-ordinate all audits within the practice.
Finance
-
To work
alongside the Site/practice manager for the setting up of new, and maintenance
of existing, systems to maximise all Practice income.
-
Where
required by the Central Finance Team, to monitor and check the accuracy of the
Enhanced Services, Contractual Requirements and other PMS claims and ensure
that all claims are submitted on a monthly and quarterly basis.
-
To ensure
PPA reimbursement forms are completed and submitted on a monthly basis.
-
Supervise
and liaise with Site/Practice Manager for the purchasing of all equipment,
drugs, supplies and stationery and ensure best value is obtained, where central
ordering is not applicable.
Information Technology and Computing
-
The Site
Manager will be IT lead on all EmisTemplate, Searches, Protocol and concepts
updates. Ensure IT hardware and software is well maintained where appropriate
liaising directly with Systems IT and GP IT teams. To also ensure all updates /
upgrades go smoothly.
-
To be Smart
Card Sponsor for the practice alongside the Site/Practice Manager
-
To ensure
that read codes are correctly administered across records throughout the
practice. The DSM will work with the Site/Practice Manager to develop
electronic templates to better manage read coding requirements.
-
To utilise
clinical software to perform searches, extracting and validating patient and
statistical data for the preparation of reports.
Practice Reception/Administration
-
To maintain
and further develop systems and protocols for the smooth and efficient running of
the reception and appointments and administration system
-
To maintain
a thorough knowledge of reception and administration systems.
-
To be
prepared to undertake reception or secretarial duties in the case of absence of
usual reception/administration staff due to annual leave, sickness or any other
reason.
Liaison
-
To promote
good relationships between the Practice and outside bodies such as Health Authorities,
Primary Care Groups, community trusts, patient and community groups, the bank
and accountant, etc.
-
To prepare
for, organise and attend practice, wider health team and management meetings and
follow up decisions made.
-
To liaise
with the Managing Partner and Site/Practice Manager on all necessary matters.
Personal and Professional Development
To actively
seek to keep professional knowledge and skills up-to-date including assessment of
own learning needs and attendance at relevant training courses as required.
Information Governance
-
To ensure
that the Information Governance framework is adhered to.
-
Personal
Information within the practice needs to be dealt with in a confidential and
secure manner.
-
To ensure
all members of staff have adequate training to provide consistency to
information handling.
Equal Opportunities
The post
holder will ensure that the Practice Policies and the Health Authority policies
on Equal Opportunities are understood and adhered to.
Health And Safety
Be aware of
your responsibility under the Health and Safety at Work Act 1974 and ensure
that agreed safety procedures are carried out in order to maintain a safe
environment for employees, patients and visitors.
Other Duties
-
To undertake
such other duties as may reasonably be required.
-
To be
flexible in approach, recognising the needs of a developing practice.
Person Specification
Work Experience
Essential
- Minimum of 7 years experience working within a Primary Care Centre, including at least 3 years in a Practice management role.
Qualifications
Essential
- Diploma in Primary Care Management (e.g., AMSPAR/City & Guilds Level 5 DPCHM)
- Leadership/management qualification (e.g., degree level or equivalent in healthcare/business).
- Good standard of education with strong literacy and numeracy.
Desirable
- IHM Vocational Training Scheme or equivalent NVQ in practice management.
- CIPD HR qualification or Master's in healthcare/business.
Experience
Essential
- Strong IT skills: Microsoft Outlook, Word, Excel, PowerPoint, Internet Explorer/Google Chrome
- Experience of organising meetings
- Experience of training staff
- Knowledge of primary health care
- Previous management role
- Knowledge of QOF
Desirable
- Good interpersonal and customer service skills
- Good written presentation skills
- Experience of, and ability to, present and produce clear, accurate and concise minutes, action points and reports
- Ability to communicate effectively with a wide range of stakeholders
- Able to set up/manage effective document management systems
- Excellent organisational and administrative skills
- Experience of preparing and presenting information to a team
- Ability to work as part of a team and on own initiative
- Ability to work under pressure and to prioritise workload
- Ability to maintain confidentiality
Person Specification
Work Experience
Essential
- Minimum of 7 years experience working within a Primary Care Centre, including at least 3 years in a Practice management role.
Qualifications
Essential
- Diploma in Primary Care Management (e.g., AMSPAR/City & Guilds Level 5 DPCHM)
- Leadership/management qualification (e.g., degree level or equivalent in healthcare/business).
- Good standard of education with strong literacy and numeracy.
Desirable
- IHM Vocational Training Scheme or equivalent NVQ in practice management.
- CIPD HR qualification or Master's in healthcare/business.
Experience
Essential
- Strong IT skills: Microsoft Outlook, Word, Excel, PowerPoint, Internet Explorer/Google Chrome
- Experience of organising meetings
- Experience of training staff
- Knowledge of primary health care
- Previous management role
- Knowledge of QOF
Desirable
- Good interpersonal and customer service skills
- Good written presentation skills
- Experience of, and ability to, present and produce clear, accurate and concise minutes, action points and reports
- Ability to communicate effectively with a wide range of stakeholders
- Able to set up/manage effective document management systems
- Excellent organisational and administrative skills
- Experience of preparing and presenting information to a team
- Ability to work as part of a team and on own initiative
- Ability to work under pressure and to prioritise workload
- Ability to maintain confidentiality
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.
