Job responsibilities
The following are the core
responsibilities of the Practice Manager. There may be, on occasion, a requirement to
carry out other tasks; this will be dependent upon factors such as workload and
staffing levels.
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 the telephone system, appointments system, messages, visits,
results, prescribing systems, access, incoming mail, scanning, etc. function at
an optimum level all times.
Ensure the summarising of clinical information
on to the patient medical records and summarising of notes is kept up to the
necessary levels.
Ensure the correct registration and deduction
of patient records in line with recommended procedures.
Liaise with the clinicians regarding systems
for the management of information systems to and from patients.
Ensure systems under the Quality and Outcome
Framework (organisational and clinical) are managed and meet the required
standard.
Approve and help to implement enhanced
services and other contractual services.
Care
Quality Commission
Advise the
board on action needed to maintain compliance with the CQC requirements, and
ensure the practice systems and procedures meet the 16 Essential Standards.
Manage the process by which the practice
maintains registration under the CQC.
Monitor and develop the operation of the
organisation as needed to ensure that the Essential Standards continue to be
met by the practice.
Support the board through any inspection
visits from the CQC.
Implement and follow up any action or
improvements required by the CQC in order to maintain registration
Management
of premises, equipment and stock:
Advise the
practice in making full and effective use of its current premises, equipment
and stock.
Oversee processes for the maintenance, repair
and cleaning of practice premises.
Review best use of premises and maximise
income from premises.
Manage any future premises developments
Ensure appropriate insurance of premises,
equipment and stock.
Ensure security measures of premises and
personnel, including intruder alarms, fire alarms and panic buttons.
Ensure adherence to health and safety and fire
procedures throughout the practice and relevant training and updates are
undertaken as required by all practice staff.
Ensure risk assessments are regularly carried
out and documented.
Ensure that the purchase and control of
supplies, drugs and equipment meets the current and future needs of the
practice.
Patients
Services:
Develop
services which best serve the needs of the practices patient population.
Develop, maintain and market new and existing
patients services.
Liaise with relevant patient forums and
develop the Patient Participation Group.
Embrace links with other healthcare providers
and social services as laid out in the Governments plans to develop a
patient-led NHS.
Ensure health promotion campaigns targeted to
relevant groups.
Develop child and family-friendly policies.
Review patient satisfaction surveys.
Manage patient complaints, either informal or
formal, using the practices in-house complaints procedure.
Ensure significant event audits and learning
plans.
Ensure patient information is up-to-date and
available, such as the practice brochure, patient newsletter, and patient
leaflets.
Management
of staffing issues and reporting to the board:
Liaise
with Salus HR to provide support to the partners and the partnership to ensure
excellent team-working and a sound legal framework.
Ensure effective staff meetings are carried
out with clear agendas, minutes and action plans.
Provide management advice and information to
the board in order for them to make decisions about the running of the
practice.
Organise staff away-days and planning meetings
to develop strategy and team working.
Assist in the recruitment of new salaried gps
and other clinical and administration staff.
Advise the board regarding the best use of
clinical resources and seek innovative ways of managing the clinical workload.
Management
of Information Technology systems:
Ensure the
effective management of information within the practice and with outside
agencies.
Develop the practices IT strategy.
Ensure the functioning and best use of the practices
clinical computer system and implement new software systems 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 practice IT systems.
Ensure maintenance of hardware and
replacements as required.
Lead on IT crisis prevention and develop
systems to protect security of data.
Ensure policies against the misuse of the
Internet and emails.
Prepare business case for future changes or
developments and explore all relevant avenues of funding.
Explore further development of practice
website, on-line appointments and prescribing systems.
Ensure confidentiality of data and conformity
to the Data Protection Act and Medical Records and Reports Acts, the Freedom of
Information Act and the Caldicott Report.
Manage the implementation of new IT systems
and standards in accordance with the NHS Connecting for Health initiatives.
Management
of financial resources:
Responsible
to the board for the effective use of practice finances, working with the board
and Salus finance team to plan effective budgetary control, ensuring cost
efficiencies and maximisation of profitability.
Ensure efficient working methods and best use
of resources.
Ensure controls of expenditure whilst ensuring
necessary investment in resources.
Ensure all income-generating opportunities are
explored and maximised.
Ensure policies and procedures to protect the
practice against fraud and financial mismanagement.
Support to
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 inter-personal expertise needed.
Support with the effective recruitment,
selection and induction of new staff..
Ensure performance is managed and there is
appropriate supervision of staff.
Ensure optimum staffing levels at all times
with holiday and sickness absences managed.
Develop teamwork, ensuring well-run regular
staff meetings and organising away-days and social functions.
Carry out staff
appraisals.
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 board.
Ensure personnel and attendance records are
maintained.
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 either
in-house or externally.
Quality
The post-holder will strive to maintain
quality within the practice, and will:
Alert other team members to issues of clinical
governance issues, quality and risk and participate in significant events
reviews.
Assess own performance and take accountability
for own actions, either directly or under supervision.
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 own time, workload and
resources. He / she will also contribute to the overall team working of Mayfield
Medical Centre and Salus Medical Services, putting the needs of the Practice
first.
Contribution towards practice CQC compliance rating of GOOD or
above.
Communication
The post-holder should recognise the importance of effective
communication within the team and will strive to:
Utilise and demonstrate sensitive
communication styles, to ensure patients are fully informed and consent to
treatment
Communicate with and support patients who are
receiving bad news
Communicate effectively with patients and
carers, recognising the need for alternative methods of communication to
overcome different levels of understanding, cultural background and preferred
ways of communicating.
Anticipate barriers to communication and take
action to improve communication
Maintain effective communication within the
Practice environment and with external stakeholders.
Act as an advocate for patients and colleagues
