Practice Manager

Job description

Job responsibilities

Responsibility of the smooth, efficient and profitable running of the practice. Provide leadership, direction and management skills to enable the practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment

To manage performance and quality standards, data quality issues, providing advice and guidance to all practice staff in the use of the clinical system. To oversee the claims process for work undertaken as part of enhanced national or local services, and any other schemes as applicable.

To keep the partners abreast of forthcoming changes within the NHS applicable to the business and managing the change accordingly.

Strategic Management and Planning

Keep abreast of current affairs, developments within the NHS and identify and take action to potential threats and opportunities, offering options for consideration by the Partners

Contribute to practice strategy; formulate objectives and research and develop ideas for future practice development

Monitor and evaluate performance of the practice team against objectives; identify and manage change

Develop and maintain effective communication both within the practice and with relevant outside agencies

Assess and evaluate accommodation requirements and manage development and expansion plans

Human resources

Ensure personnel records are maintained for all staff, including DBS checks, absenteeism and training records

Implement mandatory and personal development training

Implement induction training for new staff

Oversee the recruitment and retention of staff and provide a general personnel management service

Ensure that all members of staff are legally and gainfully employed. Monitor skill-mix and deployment of staff

Manage staffing levels within target budgets

Evaluate, organise and oversee staff induction and training, and ensure that all staff are adequately trained to fulfil their role

Develop and implement effective staff appraisal and monitoring systems

Motivate, support and mentor staff, both as individuals and as team members

Oversee staff holidays

Oversee and/or organise admin / clinical staff timetables, work rotas and holiday cover

Implement effective systems for the resolution of disputes and grievances

Manage staff probation, under performance, sickness absence, and all other HR functions within practice policies.

Keep abreast of changes in employment legislation

Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies)

Conducting staff surveys

Finance

Implement and maintain insurances for the practice

Prepare claims for enhanced and other services and ensure payment received

Monitor monthly claims and invoice submissions for receipt

Organisational

Convene meetings, prepare agendas and ensure distribution of minutes as necessary

Develop Practice protocols and procedures, review and update as required

Manage the procurement of practice equipment, supplies and services within target budgets

Develop and review Health & Safety policies and procedures and keep abreast of current legislation

Arrange appropriate insurance cover

Ensure that the practice has adequate disaster recovery procedures in place

Arrange appropriate maintenance for practice equipment

Understand the requirements of the Care Quality Commission (CQC) and play ad active part in implementing and maintaining requirements for inspection

Play an active part in CQC inspections alongside the Registered Manager and Advanced Nurse Practitioner

Premises and Equipment

Responsibility for the security, repairs, insurance and maintenance of premises, services and equipment

Ensuring the practice complies with aspects of Health and Safety at Work (HASAW) legislation

Information Technology

Evaluate and plan practice IT implementation and modernisation

Keep abreast of the latest development in primary care IT and regularly update the practice team

Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training

Ensure that the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place

Liaise with the ICB regarding systems procurement, IT funding and national IT development programmes.

Maintain the practices website.

Patient Services

Adopt a strategic approach to the development and management of 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

Routinely monitor and assess practice performance against practice targets

Develop and implement an effective complaints management system

Liaise with the practice patient group

Understand the Data Protection Regulation and deliver services consistently adhering to the regulation

Conduct annual patient surveys

External relationships

Ensuring sufficient internal and external communication, including being the focal point for contact with the primary care organisation, solicitor and other bodies.

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 subgroups 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 subgroups 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 subgroups.

Data Quality

To work with the ICB to validate patient information, performing regular checks and quality audits.

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 systems, ensuring staff complete housekeeping and backups 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 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 problems with PCs and printers.

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

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

Be proficient with General Data Protection Regulation (GDPR) legislation and Access to Health Records Act 1990 legislation

Health & Safety

The post-holder will implement and lead on the full range of promotion and management of 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.

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 recognises 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 recognise 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

Apply practice policies, standards and guidance

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

Person Specification

Qualifications

Essential

• EDUCATION AND QUALIFICATIONS
• GCSE English and Maths at Grade C or above (or equivalent)
• Evidence of continuing personal development
• EXPERIENCE
• Experience within a leadership and management role
• Experience of working in a pressurised environment with competing deadlines
• Experience of successfully implementing and managing multiple performance targets
• Experience of performance management including appraisal writing, staff development and disciplinary procedures
• Experience managing a variety of HR associated processes
• Experience of managing change
• Experience of delivering quality improvement
• Experience of delivering excellent customer service
• Experience of complaint handling verbally and in writing
• Experience of successfully developing and implementing projects
• SKILLS KNOWLEDGE AND UNDERSTANDING
• Demonstrate strong leadership skills
• Ability to plan and develop efficient and effective systems
• Data management including data protection regulation and confidentiality
• Strong organisational and time-management skills and ability to work under pressure
• Ability to make decisions
• Negotiation and influencing skills
• Excellent interpersonal and communication skills - Ability to motivate people, converse with people effectively and present information with a variety of individuals and stakeholders
• Excellent people management skills, with an ability to coach and manage performance
• Excellent IT skills and systems knowledge, with a willingness to adapt to new technologies
• Knowledge and understanding of General Data Protection Regulation
• MANAGEMENT / PERSONAL QUALITIES
• A Positive commitment to improving practice
• A flexible and adaptable approach to work
• Possess a professional confident appearance and manner
• Ability to lead a team and oversee and manage workloads
• Ability to work under pressure and meet deadlines and performance targets
• Ability to implement new workstreams effectively and efficiently
• Ability to solve problems, make good judgements and take decisions
• Ability to self-motivate, work without direct supervision, and organise and prioritise own workload
• An understanding, acceptance, and adherence of the need for strict confidentiality
• Willingness to constructively challenge the work of self and others to continually improve own and team performance

Desirable

• Leadership and/or management qualification
• HR Qualification
• Experience of NHS primary care and CQC inspections
• Proficiency in financial management, including financial reporting and revenue cycle management
• Understanding of safeguarding procedures
• Knowledge and understanding of Access to Health Records 1990

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

Ashville Medical Practice

Address

Oaks Park Primary Care Centre

Thornton Road

Barnsley

South Yorkshire

S70 3NE

Employer's website

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