Deputy Practice Manager (Workforce & Clinical Services)

Job description

Job responsibilities

Job Responsibilities:

Organisational

• Oversee the effectiveness of the clinicians staff rotas, and ensure adequate cover for absence for appropriate members of practice clinical team
• Plan, co-ordinate and monitor staff activities to ensure efficient services to patients and support to doctors
• Work with the Practice Manager to initiate, implement, develop and review all policies and procedures to aid and improve practice organisation and provision of services for appropriate members of practice team

• Convene meetings, prepare agendas and ensure distribution of minutes as necessary required
• Liaise with the out of hours service as and when required

• Provide, collect and collate relevant practice statistics, prepare reports and undertake research in order to provide relevant information, to meet targets and ensure the efficient and cost-effective running of the practice
• Participate in the planning, development and implementation of systems and procedures for patient advice and information
• Deputise for the Practice Manager as required
• Undertake any other reasonable duties as required of the post

Finance

• Attend relevant finance meetings as needed
• Deputise for finance related tasks when required

Human Resources

Co-ordinate and lead with the recruitment of all staff (clinical and non-clinical) and provide a general personnel management service

Organize and oversee staff induction and training, ensuring that all staff are adequately trained to fulfil their role

Support staff, both as individuals and as team members

Lead with the implementation of effective systems for the resolution of disputes and grievances

Maintain up-to-date HR documentation for all staff members (including job descriptions, employment contracts, employment policies, appraisals etc)

Responsible for all staff sickness absences; keeping record and managing individual absences and reporting to the Leadership Team on a regular basis

• Communicate with universities and the deanery in regard to the clinicians in training placements and in agreement with the educational supervisors in the practice

Management of Practice Appointments and Doctors Diaries

Ensure that all clinical appointments are on the EMIS appointment system at least 6 weeks in advance and available for booking

• Manage the planner for all clinicians annual leave, meetings etc, making sure that all the information is incorporated into the appointment schedules
• Co-ordinate the rota and tutorial sessions of clinicians in training (GP trainees, PA trainees, medical students etc) in agreement with their educational supervisors
• Monitor (with the Practice Manager) when Locum cover is required and book where necessary keeping the PM informed
• Monitor and make day to day changes to the appointments when needed

Clinical Services

Management of data to and from the clinical patient database, to include:

Producing, on demand and periodically, returns from data arriving in/held in the practice

A thorough understanding of the clinical system from a users perspective

A proactive approach to the collection of data for yearly campaigns using clinical system tools

Assisting/supporting members of the practice team with daily and weekly administrative tasks in relation to patient recall for chronic disease management

With responsibility for:

• Template/Protocols create/update as requested/necessary
• EMIS documents create/update and auto populate as requested/necessary
• Influenza recall liaising with the Flu Lead, search and invite eligible patients
• First point of contact for Read Coding advice and direction

Statistics/Monthly/Quarterly Returns

• Chronic Disease management monitor Population Manager and use EMIS to search and recall patients for annual reviews
• CQRS Use EMIS searches to produce statistics for monthly claims
• Enhanced Services Use EMIS searches to produce statistics for quarterly claims
• Practice List Sizes keep spreadsheet up to date with capitation statistics from EMIS
• Ad-Hoc statistics for the Leadership Team when necessary
• Year End claim QOF update

Patient Services

• Oversee patient services, to ensure that the non-clinical interface between the patient and practice is effective
• Support the Reception Manager to ensure that reception processes are efficient
• Coordinate patient information flows, to ensure consistency, clarity, accuracy and attractiveness of message
• Provide a point of contact within the practice for patients & visitors to the surgery
• Maintain an up-to-date knowledge of new legislation & pressures that may affect the delivery of good patient care
• Ensure that the practice complies with NHS contractual obligations in relation to patient care
• Assist with monitoring and assessing practice performance against patient access and demand management targets
• Responsible for all complaints in accordance with practice policy and contribute to the effective running of the complaints management system

Full job description attached to the advert.

Person Specification

Qualifications

Essential

• Please see the attached documents.

Desirable

• Please see the attached documents.

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

Morris House Group Practice

Address

239 Lordship Lane

London

N17 6AA

Employer's website

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