Practice Manager

Job description

Job responsibilities

JOB TITLE: Practice Manager

RESPONSIBLE TO:Partners of the Practice

Job Summary:

Responsibility for the smooth, efficient and profitable running of the Practice, and maintaining a happy and committed team.

Areas of Responsibility:

Practice Administration

Ensure the surgeries run efficiently:

oMake sure that all tasks are completed in a timely manner by the appropriate member of staff:

Repeat Prescriptions, including via Online Services

Referrals EReferral Service

Scanning

Data Entry

Mail Manager Path Links etc

NHS Mail

Incoming Post , including courier service

Dealing with patients on phone and at the desk

Patient Registration

Ensure there is adequate staff cover during periods of annual leave and sickness.

Arrange Interpreting Services as required.

Staff Matters

With practice Partners, take responsibility for recruiting and selection of staff.

Ensure contracts of employment are provided to all staff and that employment legislation is followed.

Keep job descriptions and person specifications up to date.

Organise staff training as necessary, either by externally organised courses or by arranging in-house training as appropriate

Undertake annual appraisals of reception and admin staff.

With practice Partners, deal with any staff grievance or disciplinary matters

Check registration of clinical staff, CRB checks, Hep B. Status

Keep up to date with Employment Law

Ensure Practice Employment policies and procedures are comprehensive and up to date

Produce and apply Practice policies, standards and guidance; discussing with other members of the team how these will affect their own work

Finance

Pay any excess cash or cheques into the bank account.

On a monthly basis, produce information for Bookkeeper to produce staff Wages

On a monthly basis, make appropriate payments to NHS Pension Agency

Deal with NHS Pension Scheme queries, e.g. estimates, withdrawals

On a monthly basis, produce Partners Drawings and arrange bank payments to them.

Scan bills to be paid to Bookkeeper who will arrange payment

Check bank statement and produce reconciliation on a monthly basis.

Prepare accounts for submission to Practice Accountant at year end

Invoice NHS England/ICB on a monthly/quarterly basis for all Enhanced Services.

Monitor areas of practice expenditure to ensure maximum efficiency.

Secretarial

Take notes at Practice Meetings and distribute as appropriate.

Typing of reports and other correspondence when needed.

Provide support during periods of annual leave, e.g. emailing and typing urgent documents.

Patients

Manage the Practice Complaints Procedure, including:

oInitial response to Patient

oLiaison with clinician whenever possible

oDiscussion at Practice Meeting

oFinal Response to Patient in a timely manner

Ensure patients are informed of any changes

Ensure practice information is up to date in waiting room (e.g. brochures etc.) and on website.

Keep Practice Leaflet up to date.

Assist Clinicians in Clinical Audits e.g. computer searches of drugs, patient groups

Health and Safety

Liaise with Partners and practice team to ensure:

oThe building is maintained in a safe and secure condition

oPotentially dangerous or hazardous areas are brought to the attention of everyone

oAll staff receive Health & Safety Training

oRisk assessments are undertaken

oRegulations are adhered to including use of accident book, COSHH and RIDDOR

Computer

Ensure the Practice Computer systems are up to date with GMS guidelines/clinical audits and any other downloads which are vital for the Practice to reach maximum QOF achievement.

Ensure that all EMIS and other IT dependant Practice systems are up to date, e.g. Path & Mail Links, Cyberlab,

Oversee and ensure regular maintenance of system in conjunction with ICB IT Department.

Organise Training Needs Assessments for all staff and arrange any necessary training, updating and refresher courses as appropriate.

Induct new staff in using the clinical system with reference to QOF and Practice protocols.

Keep up to date with EMIS website information.

Attend IT training as required and disseminate learning to all staff including clinical members.

Keep IT Disaster Rescue Plan up to date.

Complete Information Governance Toolkit on an annual basis, ensuring that the practice complies with requirements.

Ensure Smartcards are available to all staff and ensure protocols are adhered to.

Ensure patients addresses and contact details are regularly verified, in conjunction with appropriate staff.

Keep up to date with Electronic Prescription Service (EPS), including identifying changes in working practice and amending standard operating procedures.

Keep up to date with On Line Patient Services, including identifying changes in working practice and amending standard operating procedures.

Ensure the Practice is compliant with Data Protection legislation

Liaise with EMIS Helpline, ICB Helpline and engineers as required.

Care Quality Commission

Ensure the practice meets the 28 outcomes of the regulations.

Provide any necessary evidence

GMS Contract QOF Achievement Enhanced Services

Identify areas for action to achieve QOF points and report these to clinical staff.

Ensure call and recall systems for all contract disease areas are being implemented.

Assist Clinicians in maintaining disease registers in order to maximise prevalence.

Check data quality within clinical audit as needed and sort out discrepancies.

Ensure that all staff use appropriate Sno Med Codes for QOF purposes.

Participate in any audits required for QOF and Prescribing purposes.

Liaise with clinicians and assist in the management and delivery of all chosen National, Local and Directed Enhance Services.

Liaise with clinicians and assist in the management and delivery of Prescribing and PCN/ICB Incentive Schemes.

Enter and retrieve data from CQRS as needed.

Audits and Searches

Define target groups, monitor and maximise uptake of regular, seasonal or any other ad hoc immunisation campaigns.

When requested, give search/audit information on the practice to the PCN/ICB or any other HA official, subject to partners approval.

Provide information for members of the practice team undertaking projects/audits.

Communication

Ensure efficient internal and external communication, being a point of contact with the Primary Care Organisation and other external bodies

Recognise the importance of effective communication within the team; communicating effectively with other team members, patients and carers and recognising the need for alternative methods of communication and responding accordingly

Organise internal meetings of doctors and staff and attend other meetings outside of the practice as required

Liaise with outside agencies, including local hospital, NHS England, PCN, ICB and local organisations

Attend PCN Locality meetings with Lead G.P.

Premises, Equipment and Stock

Ensure all equipment is in a good state of repair, safe and reliable.

Arrange annual testing and calibration of equipment.

Arrange repair of any faulty equipment as required

Order supplies of vaccine, equipment, stationery etc as needed.

Negotiate prices and discounts for all items purchased.

Checking supplies received against invoices

Be responsible for security, repairs, insurance and maintenance of premises

Balance supplies of vaccines at month end and submit claims to the NHS Prescription Authority

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

To undertake any other duties as may reasonably be requested by the Partners

Person Specification

Qualifications

Essential

• Educated to good secondary standard

Desirable

• Practice Manager qualification would be advantageous

Experience

Essential

• Previous experience as a Practice Manager is required
• Knowledge of CQC and QOF Standards

Employer details

Employer name

The Greenwood Practice

Address

The Greenwood Practice

89 Gubbins Lane

Romford

RM3 0DR

Employer's website

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