Practice Manager

Job description

Job responsibilities

Core tasks and functions

Management of patient services Develop services that best serve the needs of the practices patient population. Ensure health promotion campaigns targeted to relevant groups. Develop child- and family-friendly policies. Manage patients' complaints, whether informal or formal, using the practice's in-house complaints procedure. Ensure significant event audits and learning plans are maintained. Ensure patient information is up to date and available, including the practice leaflet, patients' information leaflets, notice board, and the practice website.

Management of financial resources

Responsible to the partners for the effective use of practice finances, working closely with the practice accountant to plan effective budgetary control. Ensuring cost-effectiveness and maximisation of profitability. Ensure efficient working methods and best use of resources. Ensure sensible control of expenditure while ensuring necessary investment in resources. Ensure all income-generated opportunities are explored and maximised. Ensure policies and procedures are in place to protect the practice against fraud and financial mismanagement. Raising invoices for work done in a timely and accurate manner. Control of all salaries, NIC, pensions, partners' drawings, and petty cash in concordance with our Accounts manager. Ensure all claims and reimbursement procedures are up to date and regularly performed. Monitor cash flow, prepare regular forecasts and reports to the partners. Manage partners' drawings. Liaison with accountant, the bank manager, ICB, NHS England, and other stakeholders.

Policy and Planning

Regularly review the organisation and developments within and outside the practice, which will impact directly or indirectly. This will include involvement in local and national agencies. Take responsibility for developing a practice business plan and update it annually. Work with the partners and with groups determining future policy, including ICB. Participate in strategic decision-making to shape the future of the practice. Develop business cases and tenders to provide future services. Explore innovative ideas for the provision of services to suit the needs of the practice population and professionals working within the practice team. Explore opportunities to optimise the use of practice facilities, agree contracts, and ensure appropriate legal requirements. Manage any future growth of the practice. Liaise with the ICB, health authority, and other NHS groups as necessary. Liaise with other local practices through the practice managers' forum and other relevant forums. Take the lead but not the responsibility for all CQC requirements.

Management of Human Resources

Ensure that the practice is staffed and resourced within the budget by people with appropriate skills, experience, and commitment to provide the professional, technical, administrative, and interpersonal expertise needed. Develop HR and training policies for all staff. Develop and maintain the communications structure in the practice so that all meetings have an identified purpose, feed into each other, and function effectively. Ensure the effective recruitment, selection, and induction of new staff. Provide clear and up-to-date contracts of employment, employment policies and procedures, and a staff handbook in line with good employment practices. Manage performance and ensure appropriate supervision of staff. Ensure optimum staffing levels at all times and manage holiday and sickness absences. Develop teamwork, ensuring well-run regular staff meetings and organising away days and social events. Develop an effective staff appraisal scheme. Ensure the personal development and training of all staff. Review patterns and methods of work and skills mix for both individuals and teams to ensure their efficient and effective functioning. Deal with grievances and disciplinary matters as may be required in conjunction with the partners. Maintain proper personnel and attendance records. Review pay and conditions of staff and advise the partners accordingly. Ensure that all statutory requirements are fulfilled and adopt changes as and when they occur. Ensure confidentiality is always maintained and encourage the professionalism of all staff. Ensure training needs are identified and develop, with each staff member, an annual training plan as part of the appraisal system. Ensure that training is carried out in-house or externally

Ensure all staffs rotas and holiday arrangements are managed efficiently. Liaise with the out-of-hours provider as necessary.

Management of Information Technology Systems

Ensure the effective management of information within the practice and with outside agencies. Further develop the practice's IT strategy. Maintain the practice website. Ensure the functioning and best use of the practice's clinical system and implement new software to aid the efficiency of the practice. Ensure that appropriate computer searches, audits, and reports are carried out. Ensure the training of all personnel and users of the IT system. Ensure the maintenance of hardware and replacements as required. Lead on IT crisis prevention and develop systems to protect the security of data. Ensure policies against the misuse of the internet and emails. Prepare a business case for future changes or developments and explore all relevant avenues of funding. Develop further the practice's appointment system. Ensure confidentiality of data, freedom of information, data protection laws, GDPR, Caldicott reporting, and release of medical report requests.

Confidentiality

While 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, their carer's, and all staff members. You will also have access to information relating to the practice as a business organization; all such information from any source is to be regarded as strictly confidential, and any breach of such information will result in your dismissal from your post with immediate effect. Information relating to patients, carers, colleagues, other health workers, or the business of the practice may only be divulged to authorised persons in accordance with the practice's policies and procedures relating to confidentiality and the protection of personal and sensitive data. Management of partnership issues, providing support to the partners and the partnership to ensure excellent teamwork and sound legal framework. Ensure effective partners' meetings with clear agenda, minutes, and action plans. Provide management advice and information to the partners for them to make decisions about the running of the practice. Assist in the recruitment of new partners. Ensure decision-making relating to the partnership is documented. Ensure medical indemnity for all clinicians is up to date.

Management of Operational Systems

Ensure the effective and efficient working systems and operational systems within the practice. Review and ensure that all operational systems, including appointments, messages, visits, results, prescribing systems, access incoming mail, scanning, etc., function at an optimum level at all times. Review the telephone system and advise on developments for the future. Ensure the summarizing of clinical information on the patient medical records and the summarizing of notes is kept up to necessary levels. Ensure the correct registration and deduction of patients' records in line with recommended procedures. Liaise with the partners and practice nurses regarding systems for the management of information systems to and from the patients. Ensure systems under the QOF and enhanced services operate at optimum levels to achieve the highest targets possible. Ensure a sound and excellent working knowledge of both Sage Payroll and Xero accounting and engage with any new packages the practice may choose in the future.

Management of Premises, Equipment, and Stock

Ensure that the purchase and control of supplies, drugs, and equipment meet the current and future needs of the practice and its users. Ensure stock and supplies are regularly checked for "best value." Liaise with the appropriate body regarding the cost rent of the premises. Ensure maintenance, decoration, and cleaning of the premises are effectively carried out. Review the best use of the premises. Ensure appropriate insurance for premises. Ensure security measures for premises and personnel, including fire alarms, panic buttons, and intruder alarms. Ensure adherence to health and safety and fire procedures throughout the practice, and that relevant training and updates are undertaken. Ensure risk assessments are carried out, with any actions followed up and completed. Co-ordinate the cleaning, gardening, and general maintenance of the premises and the surrounding area.

Equality and Diversity

Will support equality, diversity, and the rights of patients, carers, and colleagues, and will act to recognise the importance of people's rights, interpreting them in a way that is consistent with practice procedures, policies, and current legislation. Respect the privacy, dignity, needs, and beliefs of patients, carers, and colleagues. Behave in a manner which is welcoming to individuals, is non-judgmental, and respects their circumstances, feelings, priorities,and rights.

Personal Development

Manage one's time effectively, plan, and meet personal and practice targets. Ensure personal development through reflection and feedback from partners and colleagues. Ensure that personal continuing training needs are identified and met.

Person Specification

Experience

Essential

• Education, Qualifications, and Training
• Essential
• Has or is working towards a management qualification.
• Experience in using GP clinical software.
• Numerate and IT literate.
• A high standard of general education.
• Desirable
• Relevant management degree qualification or working towards one.
• Experience in developing business plans or business strategy.
• Experience in managing projects and change.
• ________________________________________
• Experience
• Essential
• Supervising staff.
• Managing and developing teams.
• Previous experience in practice management or management in a health or social care organisation.
• Desirable
• Experience in recruiting and induction of staff.
• Experience in planning and conducting appraisals.
• Experience in developing and reviewing HR policies.
• Knowledge of employment law, health and safety legislation, and risk assessment.
• Experience working within a primary care setting.
• ________________________________________
• Finance
• Essential
• Developing and managing budgets.
• Understanding of business accounts.
• Proven ability to increase income and reduce expenditure.
• Desirable
• Sound and working knowledge of Xero, SAGE payroll, NHS pensions, and HMRC
• Qualities and Attributes
• Essential
• Ability to work as part of an integrated and multi-skilled team.
• Excellent interpersonal skills.
• Diplomatic in all situations.
• Ability to motivate others.
• Ability to manage change and conflict.
• Desirable
• Experience in dealing with complaints.
• Reviewing significant events.
• Evidence of recent self-directed learning or development.
• Willingness to work flexible hours to meet the needs of the practice and attend meetings.
• ________________________________________
• Knowledge, Skills, and Abilities
• Essential
• Ability to work under pressure and to tight deadlines.
• Ability to prioritise workload.
• Be motivated and motivate others.
• Enjoy working as part of a team, but always maintain the position of Practice Manager.
• Ability to delegate.
• Ability to listen and empathise with others, and manage change.
• Lead by example, with the ability to define problems and identify solutions.
• Ability to manage difficult situations and build good relationships.
• Desirable
• Proven ability to motivate others.
• Competent in managing IT systems.
• Ability to audit performance around QOF and enhanced services.

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

College Street Medical Practice

Address

86 College Street

Long Eaton

Nottingham

NG10 4NP

Employer's website

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