Job responsibilities
JOB DESCRIPTION
JOB
TITLE: ASSISTANT PRACTICE MANAGER
REPORTS
TO: PRACTICE MANAGER
HOURS:
Full time
Job
Summary:
The Assistant Practice Manager
reports directly to the Practice Manager, deputises for them in their absence
and is responsible for supporting them in ensuring the smooth daily running of
the practice. The Assistant Practice
Manager has line management responsibility for the Practice Secretary,
Reception staff, Prescription clerks and the wider administrative team. This job description is not an exhaustive
list of duties and the post holder may be called upon by the Practice Manager
or Partners to take on additional duties commensurate with their position in
the practice, the position does require an acceptance of being a
trouble-shooter within the practice using experience to inform support offered
to colleagues.
Job Responsibilities:
Organisational Responsibilities:
The post holder will assume
responsibility for the day to day GP rota, setting up the clinical appointment
system, arranging cover for annual and study leave.
Booking external locum as required
under guidance of the partners.
Manage GP leave requests flagging
up potential cover issues to the partners in a timely manner.
The post holder will deputise for
the practice secretary when they are on leave, ensuring that essential work
continues until their return. This
should include any urgent referrals and incoming communication, but still allow
for own work to be completed as far as possible.
The post holder will assume the
lead administration role, supporting clinicians, in the delivery of specified
enhanced services, ensuring we meet the requirements of the service
specifications and maintenance of required audit trail and compliance information.
The post holder will lead all work
to maximise practice achievement within QOF and other enhanced services and
work with senior colleagues to address any concerns as they arise.
Work alongside the Practice
Manager and Reception Staff to arrange repairs and maintenance of the practice
building both proactively and responsively.
Convene meetings with the
partnership & managers, prepare timely agendas and ensure distribution of
minutes as necessary.
Develop practice protocols and
procedures, review and update as required
Assist in the management of health
and safety and infection control.
Assist in the preparation of CQC
readiness.
Information and Technology
The post holder will be the
practice administrator for the clinical system and as coordinator for managing
smartcard access where necessary.
To be the first point of contact
when there are upgrades or repairs scheduled.
Train and support staff in safe
and effective use of the clinical system and other software programmes.
The Assistant Practice Manager
will ensure that read codes are correctly utilised and work with the Practice
Manager and Partners to develop and adapt electronic templates to better manage
read coding.
The post holder will understand
the claims processes (monthly, quarterly and annual) and in the absence of the
Practice Manager be able to extract data using searches and audits transferring
validated data to the relevant claims system.
Be aware of the automatic
extraction systems that are operating and be able to access and validate data
before closing dates (MSDi, CQRS, Immform).
Develop and maintain an equipment
log for the practice that clearly defines what is owned by the practice and CSU
equipment including equipment serial numbers.
Develop protocols for the GP Links
and Clinical System and deliver training alongside these so that the wider
reception and administration team understand background functions.
Responsibilities for Human Resources
Directly manage administration and
clerical staff on a day to day basis.
Oversee the planning, allocation
and monitoring of work.
To be directly involved in
disciplinary, grievance and equality issues where it concerns a member of the
administrative team.
To be directly involved in all
levels of recruitment and retention of administrative staff.
Take responsibility, in
conjunction with the Practice Manager, for induction and appraisal of all
administrative staff.
Proactively schedule and deliver
training to the administration team.
To assume primary responsibility
for the annual leave planner this will involve authorising staff leave and
absences
To be a first point of contact for
the Reception Supervisor when there are rota issues, assisting them in reorganising
available staff to maintain necessary cover in line with patients demand.
In conjunction with the Reception
Supervisor encourage all staff to be flexible when covers requests are made in
line with their contracts of employment and ensure cover is arranged in an
equal and fair manner.
In conjunction with the Reception Supervisor oversee
daily monitoring of H&S and Infection Control in line with practice
policies, monitoring itself can be delegated to suitable staff/team
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
Health & Safety:
The post-holder will assist in
promoting and maintaining their own and others health, safety and security as
defined in the Practice Health & Safety Policy, to include:
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
Making effective use of training
to update knowledge and skills
Using appropriate infection
control procedures, maintaining work areas in a tidy and safe way and free from
hazards
Reporting potential risks identified
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
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 patient
complaints and insurance claims
Job Description
This job
description will be subject to discussion and review on an annual basis within
the appraisal process.