Job responsibilities
Duties and responsibilities
Organisational
Support
the aims and objectives of the organisation and contribute to the ongoing
development of the organisation as required.
Deputise
for the practice manager in their absence where appropriate to role.
Understand
and follow organisational policies.
Contribute
to practice strategy
Develop
and maintain effective communication both within the practice and with relevant
outside agencies.
Have a
full understanding of CQC and assist with achievement and maintenance of
standards within the practice.
To update
and maintain smartcards of all staff working within the practice and act in the
role of Sponsor.
To
provide support advice and training for current and new practice staff in the
use of the clinical system.
To manage
the effective running of clinical and non-clinical meetings in Practice,
including assisting with attendee coordination, agenda circulation, information
gathering, room preparation, visitor meet and greet and minute taking as
required.
Develop
practice protocols and procedures relevant to role, review and update as
required.
To manage
Practice Facebook page
Compile
reports for partners meetings as required.
To
contribute to the updating of the practice business continuity plans (including
IT)
Ensure
adequate medical cover and appointment availability and arrange locums as
necessary.
To
organise/facilitate PPG meetings and attend meetings as required by the group.
Ensure
the Practice website is professional and compliant with CQC and contractual
requirements at all times and kept updated.
To
receive incoming and initiate outgoing telephone calls in order to facilitate
timely and appropriate communications with others, taking messages and dealing
with appropriate queries.
Attend
ICB, PCN and other external meetings and deputise where needed for the Practice
Business Manager.
Patient Services
Manage
the appointment system and monitor appointment availability, reporting issues
to the Practice Manager as necessary to maintain services.
To create
GP and Nurse Appointment books in line with agreed rota
Ensure
Appointment system meets standards required in National and Local contract eg
111 Appointments, GPAD mapping etc.
To
maintain GP Staff and ARRS staff holidays in the Appointment book
Adopt a
strategic approach to the development and management of patient services.
Ensure
service development and delivery is in accordance with local national
guidelines.
Ensure
that the practice complies with NHS contractual obligations in relation to
patient care.
Maintain
registration policies and manage New Patient Registration procedures
Oversee
repeat prescribing systems.
Manage
the Online Consultation system (PATCHs)
Routinely
monitor and assess practice performance against patient access and demand
management targets.
Manage
the complaints system.
To act as
the first point of contact for patient feedback and complaints, resolving them
informally where possible and formally where required.
Ensure
reporting of complaints in line with national requirements.
Work
with, support and help the PPG continue to develop to act as an important
channel of Practice-patient communications and engagement.
To
oversee NHS choices feedback and Friends and Family administration and respond
accordingly.
Identify
opportunities to enhance patient communications relating to their healthcare
using digital technology.
Ensure
effective communications with the registered patient population in order to
keep them abreast of practice changes and developments.
Arrange
patient communications, including MJOG health campaigns, leaflet updates,
notice boards and the practice website.
Undertake
reception duties as required to maintain service levels
QOF and Enhanced Services
To be
aware of national, local and practice quality standards for chronic disease
management and to support the delivery and administration of all required
performance and quality targets including QOF and enhanced services
To ensure
staff are aware of the importance of maintaining disease registers and assist
in the validation process.
Support
Practice Manager with QOF and Enhanced Service targets
IT
To
provide support and training for current and new staff in resolving simple
problems with PCs and printers.
To liaise
with the IT support department to resolve other hardware and software issues.
Evaluate
and plan practice IT implementation and modernisation along with the senior
team members.
Motivate,
support and monitor staff in the use of IT; organise, oversee and evaluate IT
training.
Oversight
of all IT and telecoms systems and projects, ensuring systems are used to best
effect.
Human Resources
To be
involved in the recruitment of secretarial and administrative staff to include
organising and placing advertisements for recruitment and organising and
arranging interviews.
Deal with
the initial stages of disciplinary and grievance procedures.
Monitor
and evaluate performance of the reception and administration teams against
objectives; identify and manage change.
Manage
staffing levels within target budgets.
Organise and oversee staff induction and training and ensure that all staff are
adequately trained to fulfil their role.
Timetable
Practice Nurse Appraisals
Liaising
with new staff prior to starting, be responsible for obtaining references and
adding new staff to all IT systems prior to their start date.
To ensure
accurate records of all staff annual leave, sickness and other absences are
kept and information provided for payroll purposes.
Support
and mentor staff and be responsible for undertaking annual performance
appraisals for the Reception staff and follow up matters arising from the
appraisals.
Looking
after the welfare of the Reception staff.
Any other
duties as required by the Practice within the boundaries of training,
experience and competence.
