Job responsibilities
Job Summary
The Practice Manager will focus on the day to day operability of the practice championing Quality, Continuous Improvement, Equality, Diversity and Inclusion, Confidentiality, Collaborative Working, Service Delivery, Learning and Development and promoting a positive working environment.
They will manage and coordinate all aspects of the business, motivating and managing staff, optimising efficiency, and financial performance, and ensuring the practice achieves its long-term strategies.
Primary Areas of Responsibility
Management of Human Resources
Ensure that the practice is staffed and resourced within budget by people with
appropriate skills, experience, and commitment to provide the professional, technical, administrative, and inter-personal expertise needed.
a) Ensure the effective recruitment, selection, and induction of new staff.
b) Ensure clear and up-to-date contracts of employment, employment policies and procedures in line with good employment practice.
c) Manage performance and ensure appropriate supervision of staff.
d) Ensure medical indemnity for all clinicians is up to date.
e) Ensure optimum staffing levels at all times and manage holiday and sickness absences.
f) Encourage team-working, surgery sites and ensure the effective running of practice meetings.
g) Maintain and develop the staff appraisal scheme.
h) Ensure the personal development and training of all staff.
i) Review patterns and methods of work and skills-mix for both individuals and teams to ensure their efficient and effective functioning.
j) Deal with grievances and disciplinary matters as may be required in conjunction with CGPN
k) Ensure the maintenance of proper personnel and attendance records.
l) Ensure that all statutory requirements are fulfilled and adopt changes as and when they occur.
m) Providing leadership and guidance for all staff
n) Manage compliance registers, ensuring DBS checks and HR administration are conducted
o) Ensure confidentiality is always maintained and encourage the
professionalism of all staff.
p) Oversight of clinical rotas to ensure sufficient cover
q) Liaise with the out-of-hours provider as necessary.
Policy and Planning:
Regularly review the organization and developments within and outside the practice which will impact directly or indirectly.
a) Work with CGPN determining future policy, including Practice Based Commissioning groups.
b) Ensure the practice remains CQC compliant
c) Participate in strategic decision-making at forums set up by the Primary Care Trust and other agencies to shape future health care resources and planning.
d) Explore innovative ideas for provision of services to suit the needs of the practice population and the professionals working within the practice team
e) Explore opportunities to optimise use of practice facilities and ensure appropriate legal requirements.
f) Manage future development of the practice.
g) Liaise with associated external agencies.
h) Monitor progress on QOF, prescribing incentive scheme requirements, and any current/future NHS services (i.e. DES & LES).
i) Liaise with other local practices through the practice managers' forum and other relevant forums.
j) Ensure Business Continuity Plan is current and reviewed as required
k) Maintaining the significant event database, providing advice to staff and briefing the team at meetings as required
Management of Information Technology Systems:
Ensure the effective management of information within the practice and with outside agencies.
a) Help to develop and implement the practice's Digital strategy.
b) Oversight of Online Triage system to ensure efficient usage
c) Ensure the functioning and best use of the practice's clinical computer system and help implement new software systems to aid the efficiency of the practice.
d) Ensure that appropriate computer searches, audits and reports are carried out.
e) Ensure the training of all personnel and users of the practice IT systems.
f) Ensure maintenance of hardware and replacements as required.
g) Lead on information governance, and business continuity planning andimplementation.
h) Help develop policies and procedures to protect the security of information.
i) Educate staff around policies against the misuse of the Internet and emails.
j) Prepare business case for future changes or developments and explore all relevant avenues of funding.
k) Ensure confidentiality of data and compliance with NPflT standards and related legislation including the Data Protection Act and the Freedom of Information Act.
l) Manage the implementation of new IT systems and standards in accordance with the NHS Connecting for Health initiatives and relevant legislation.
m) Ensure GPs rotas and holiday arrangements are managed efficiently.
n) Liaise with the out-of-hours provider as necessary.
Management of Operational Systems:
Ensure the effective and efficient working systems and operational systems within the practice.
a) Ensure that all operational systems, including the telephone and appointments systems, messages, visits, results, prescribing systems, access, incoming mail, scanning, etc. function at an optimum level at all times.
b) Ensure the summarizing of clinical information on to the patient medical records and summarizing of notes is kept up to the necessary levels.
c) Ensure the correct registration and deduction of patient records in line with recommended procedures.
d) Liaise with the clinical staff and practice nurses regarding systems for the management of information systems to and from patients.
e) Ensure systems under the Quality and Outcome Framework (organisational and clinical) and enhanced services operate at optimum levels to achieve the highest targets possible.
Management of Premises, Equipment and Stock:
Advise the practice in making full and effective use of its current premises, equipmentand stock.
a) Ensure that the purchase and control of supplies, drugs and equipment meets the current and future needs of the practice.
b) Ensure maintenance, decorating and cleaning of premises is effectively carried out.
c) Review best use of premises.
d) Liaise with landlords regarding leases, rent reviews, repairs and maintenance.
e) Ensure security measures of premises and personnel, including intruder alarms, fire alarms and personal attack alarms.
f) 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.
g) Undertake regular risk assessments.
Patient Services:
Develop services which best serve the needs of the practice's patient population.
a) Liaise with patient forums.
b) Establish links with other practices and healthcare providers to assist in developing a patient-led NHS
c) Ensure health promotion campaigns targeted to relevant groups.
d) Carry out and review patient satisfaction surveys.
e) Manage patient complaints, either informal or formal, using the practice's in-house complaints procedure.
f) Ensure significant event audits and learning plans.
g) Ensure patient information is up-to-date and available, such as the practice website, NHS Choices website, practice brochure, patient newsletter and patient leaflets.
Maintain Complaints register ensuring all patient complaints are dealt with in accordance with the practice policy and procedure
Personal Development:
Manage own time effectively, plan and meet personal and practice targets. Ensuresown personal development through reflection and feedback from partners andcolleagues. Ensure that personal continuing training needs are identified and being met.
Other Appropriate Duties
Any other duties that may arise appropriate to the manager of a general practice.
