Job responsibilities
Job
summary:
The GP Practice Manager is an important senior leadership
role, responsible for overseeing the administrative and operational aspects of
a general medical practice.
Job Responsibilities
Strategic Management and Planning:
Strategically lead and manage the practice
Develop, update, and maintain the practice
business strategy; formulate objectives and research and develop ideas for
future practice development
Monitor and evaluate performance of the practice
team against strategic and financial objectives; identify and manage change
Develop and maintain effective communication
both within the practice, across the PCN and with relevant outside agencies
(ICB, NHSE, Hospital Trusts etc.)
Monthly management representation on the board
of the Primary Care Network; being integral to the strategic development of the
PCN for patient care
Assess and evaluate accommodation requirements,
managing the development and expansion plans of staffing and services for the
surgery's population and PCN services
Financial Management:
Develop and manage the practice budget,
including revenue and expenses.
Develop cash forecasts to present to partners to
help manage cash flow.
Complete finance submissions on a regular basis
and ensure bank reconciliations are undertaken monthly and submitted to
accountants.
Ensuring staff salaries, pension payments and
end of year finance submissions are submitted in a timely manner.
Manage income and expenditure contracts,
ensuring all invoicing and payments to suppliers are made on time.
Payroll
Book-keeping
Banking
Invoice reconciliation
Oversight of purchase orders within practice
budgets
Human Resources:
Develop a staff retention strategy and deliver a
general personnel management approach
Oversee and at times lead the recruitment of
clinical and administrative staff to ensure the demands of patients service
delivery is met; monitoring skill-mix and deployment of staff
Ensure that all staff are compliant with
employment laws
Evaluate, organise, and oversee staff induction
and training and ensure that all staff are adequately trained to fulfil their
role
Arrange locums when needed ensuring full
compliance with legislative employment legislation taking up references and
keeping a full audit trail
Develop and implement annual staff appraisal
keeping appropriate records and monitoring system
Support and mentor staff, both as individuals
and as team members
Overseeing rotas and cover for annual
leave/absences
Implement effective systems for the resolution
of disputes and grievances, including undertaking disciplinary procedures as
required
Keep abreast of changes in employment
legislation
Manage sickness policy and ensure appropriate
clinician cover is in place as and when required.
Arrange and attend staff meetings
Ensure all staff keep up to date with mandatory
training requirements
Organisational:
Lead on CQC compliance with named registered practitioner
Lead on all aspects of health and safety across
the organisation including building maintenance, estates management and the
security of the practice; reviewing and maintaining health & safety
policies and procedures, carry out risk assessments as necessary and keep
abreast of current legislation
Ensure that the practice has adequate disaster
recovery procedures in place
Develop practice protocols and procedures,
review and update as required
Manage the high standards of practice
cleanliness adhering to infection control standards
Manage the procurement of practice equipment,
supplies and maintenance services within target budgets
Oversee all complaints liaising with the
Complaints GP Partner as appropriate
Investigate incidents/accidents and organise
significant events when appropriate
Ensure GDPR compliance and manage information
security risks.
Ensure appropriate insurance cover is in place
Arrange appropriate maintenance for practice
equipment
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
Maintain registration policies and monitor
patient turnover and capitation
Oversee and/or develop the practices medicines
management systems
Oversee and/or develop and manage an effective
appointments system
Oversee and/or organise practice timetables,
duty rotas and holiday/absence cover
Routinely monitor and assess practice
performance against patient access and demand management targets
Develop and implement an effective complaints
management system
Deliver a quarterly patient participation group
and when required liaise with PALS
Information
Management and Technology:
Ensure compliance of Information Governance
regulations rules by updating policies, training staff, and signing the
practice off annually on the NHS Information Governance Tool kit website
reporting to the Information Governance GP Partner as appropriate
Evaluate and plan practice IT implementation and
modernisation
Keep abreast and embrace the Digital Age of
health care and the latest development in primary care IT including NHSE
Digital initiatives, systems, and software
Motivate, support, and monitor staff in the use
of IT; organise, oversee, and evaluate IT training
Set targets and monitoring standards for data
entry and data collection
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
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 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 implement and lead on the full range of promotion
and management 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.
This will include (but will not be limited to):
On occasions, be on-call for any out of hours
issues with the building / estates
Ensuring job holders across the practice adhere
to their individual responsibilities for infection control and health and
safety, using a system of observation, audit and check, hazard identification,
questioning, reporting and risk management.
Maintaining an up-to-date knowledge of health
and safety and infection control statutory and best practice guidelines and
ensuring implementation across the business
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
across the business
Making effective use of training to update
knowledge and skills, and initiate and manage the training of others
Using appropriate infection control procedures,
maintaining work areas in a tidy and safe way and free from hazards, and
initiation of remedial / corrective action where needed
Actively identifying, reporting, and correcting
health and safety hazards and infection hazards immediately when recognised
Keeping own work areas and general / patient
areas generally clean, identifying issues and hazards / risks in relation to
other work areas within the business, and assuming responsibility in the
maintenance of general standards of cleanliness across the business in
consultation (where appropriate) with other sector managers
Undertaking periodic infection control training
(minimum annually)
Routine management of own team / team areas, and
maintenance of workspace standards
Demonstrate due regard for safeguarding and
promoting the welfare of vulnerable adults and children
This job description is an
outline only and is not definitive or restrictive in any way. It will be
regularly reviewed and may be amended in the light of changing circumstances
following consultation with the post holder.