Job summary
Mendip Vale Medical Group are looking for an experienced or aspiring team leader / manager to join our team to support our the delivery of safe and effective care to our patients.
Working in conjunction with the Surgery Manager you will provide day to day supervision and management of the Patient Co-ordinator / Admin staff within your span of control. Your role will also be to lead patient initiatives and to ensure that the practice policies and procedures are followed to enable the Surgery to meet its agreed patient focused aims and objectives within a profitable, efficient, safe and effective working environment.
As the Patient Services Manager you will motivate and inspire your team, to deliver the highest standards of customer service within your surgery.
The Patient Services Manager will develop good working relationships with:
Patients
Patient Co-ordinator / Care Co-ordinators / Admin staff
Surgery Managers and the Senior Management Team
GP, nurses and other surgery staff
Other local healthcare providers who work with the Surgery
Main duties of the job
The Patient Services Manager is responsible fordelivering effective patient care by leading the Patient Co-ordinator and Administrative teams to navigate and sign post patients care to most appropriate service / clinician, in line with organisational, local and national protocols and guidelines.
You will be expected to monitor and review Management Information (MI) (complaints reports, compliments, significant events, patient survey results, performance KPIs) in order to underpin the competence of the Patient Co-ordinator and Administrative teams, as well as identifying and embedding areas of development to improve team performance & enhance the patient journey.
You will be required to effectively plan and manage staff resource via suitable rota planning, and have the ability and willingness to proactively manage patient / workflow demand within an operational capacity during agreed and peak periods, working closely with other Patient Services Managers to facilitate a collaborative, transparent, and knowledge-sharing environment between all Surgeries.
About us
You will be working with a friendly and knowledgeable team, working in conjunction with the Partners and a Surgery Manager on site to provide day to day supervision and management of the Patient Co-ordinator and Admin team and operational service delivery. As a high-achieving and well-organised practice, we embrace a Multi-Disciplinary Team approach to care provision.
The Mendip Vale team work together across 8 sites in North Somerset & Bristol, looking after around 80,000 patients across a semi-rural location in North Somerset and urban setting in Bristol and South Gloucester. Changes made from merging and working more effectively have enabled us to make investment into our buildings, making our estate one of the newest and brightest in the South West.
Job description
Job responsibilities
Working in conjunction with the Surgery Manager you will provide day to day supervision and management of the Patient Co-ordinator / Admin / Dispensary staff within your span of control. Your role will also be to lead patient initiatives and to ensure that the practice policies and procedures are followed to enable the Surgery to meet its agreed patient focused aims and objectives within a profitable, efficient, safe and effective working environment. As the Patient Services Manager you will motivate and inspire your team, to deliver the highest standards of customer service within your surgery.
The Patient Services Manager will develop good working relationships with:
Patients
Patient Co-ordinator / Care Co-ordinators / Admin staff
Surgery Managers and the Senior Management Team
GP, nurses and other surgery staff
Other local healthcare providers who work with the Surgery
Key Responsibilities:
To deliver effective patient care by leading the Patient Co-ordinator and administrative teams to navigate and sign post patients care to most appropriate service / clinician, in line with organisational, local and national protocols and guidelines.
Develop, motivate, and coach team members to maintain up to date knowledge of systems and processes in order to deliver administrative and organisational KPIs,
Use key Management Information (MI) (complaints reports, compliments, significant events, patient survey results, performance KPIs) to improve team performance & enhance the patient journey.
Effectively plan and manage staff resource via suitable rota planning, with an ability and willingness to proactively manage patient / workflow demand within an operational capacity during agreed and peak periods.
Responsible for implementing and managing stage 1 complaints.
To work closely with other Patient Services Managersto facilitate a collaborative, transparent, and knowledge-sharing environment between all Surgeries.
To manage all relevant policies and procedures to maximise income across the Surgery.
Other Responsibilities:
To support delivery of the performance targets and KPIs and ensure these are understood by your team within the Surgery.
To manage staff resources and daily work allocation of the team to ensure SLAs are delivered in a timely manner for all face to face, telephone and administrative tasks.
To ensure all key employment policies are implemented.
To carry out staff appraisals for direct line reports under the supervision of the Surgery Manager and support personal development plans to ensure that training and development opportunities are made available for their teams within the post holders span of control.
To ensure regular communication updates are understood by the staff in the Surgery.
To investigate complaints, concerns, and incidents with clinical and admin team members, working with the Surgery Manager to resolve them in effective and timely way.
To understand the organisations governance and risk policies and procedures within the Surgery, bringing to the attention of the Surgery Manager any areas of concern.
To have an awareness of Surgery integration within the wider organisation and the delivery of services underpinned by organisational ethos and values.
To support the delivery of change to both the service and the structure of the Surgery.
To undertake any other duties commensurate with the post holders role as agreed with the Practice Management team.
Attending training and events organised by the Surgery or other agencies, where appropriate.
Communication
Able to utilise a variety of communication methods to disseminate information to large numbers of people.
Aware of the need to adapt communication style and content to reflect different type of people when making contact.
Ability to receive sensitive or contentious information and process appropriately.
Promote positivity and effective working relationships with the team, other health care providers and other key health care providers and other key partners to support an integrated approach to high quality patient care.
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.
Whilst performing the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, surgery staff and other healthcare workers. They may also have access to information relating to the Surgery as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, careers, colleagues, other healthcare workers or the business of the Surgery may only be divulged to authorised persons in accordance with the Surgery policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety
Maintain the standards required for the health, safety and security knowledge & understanding as defined in the Surgery Health & Safety Policy.
Use personal security systems within the workplace according to Surgery guidelines.
Identify the risks involved in work activities and undertaking such activities in a way that manages those risks.
Make effective use of training to update knowledge and skills.
Use appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
Report potential & actual risks identified.
Equality and Diversity
Support the equality, diversity and rights of patients, carers and colleagues, and challenge behaviours that fall below the standards required.
Lead in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Surgery procedures and policies, and current legislation.
Respect the privacy, dignity, needs and beliefs of patients, careers and colleagues.
Behave in a manner which is welcoming to an individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development
Participate in any training program implemented by Mendip Vale as part of this employment.
Identify personal development and training needs.
Participate in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
Take responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Lead and support others with their training and development needs.
Participate in continuing education to maintain a contemporary level of professional knowledge and skill.
Quality
Strive to improve quality within the Surgery.
Assess own performance, ensuring competence, and being accountable for own actions, either directly or under supervision.
Manage team members around issues of quality and risk.
Contribute to the quality assurance process and 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 ensure the best care for the patient, referring to the Surgery Manager, Area Manager or Partners as needed.
Effectively manage own time, workload and resources.
Recognise peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services
Maintain update to date knowledge of the relevant Surgery policies, standards and guidance as directed by the Surgery Manager.
Lead discussions with members of the team on how the policies, standards and guidelines will affect their work.
Participate in audits & meetings where appropriate.
This job description is not intended to be an exhaustive list and may be subject to change from time to time.
Job description
Job responsibilities
Working in conjunction with the Surgery Manager you will provide day to day supervision and management of the Patient Co-ordinator / Admin / Dispensary staff within your span of control. Your role will also be to lead patient initiatives and to ensure that the practice policies and procedures are followed to enable the Surgery to meet its agreed patient focused aims and objectives within a profitable, efficient, safe and effective working environment. As the Patient Services Manager you will motivate and inspire your team, to deliver the highest standards of customer service within your surgery.
The Patient Services Manager will develop good working relationships with:
Patients
Patient Co-ordinator / Care Co-ordinators / Admin staff
Surgery Managers and the Senior Management Team
GP, nurses and other surgery staff
Other local healthcare providers who work with the Surgery
Key Responsibilities:
To deliver effective patient care by leading the Patient Co-ordinator and administrative teams to navigate and sign post patients care to most appropriate service / clinician, in line with organisational, local and national protocols and guidelines.
Develop, motivate, and coach team members to maintain up to date knowledge of systems and processes in order to deliver administrative and organisational KPIs,
Use key Management Information (MI) (complaints reports, compliments, significant events, patient survey results, performance KPIs) to improve team performance & enhance the patient journey.
Effectively plan and manage staff resource via suitable rota planning, with an ability and willingness to proactively manage patient / workflow demand within an operational capacity during agreed and peak periods.
Responsible for implementing and managing stage 1 complaints.
To work closely with other Patient Services Managersto facilitate a collaborative, transparent, and knowledge-sharing environment between all Surgeries.
To manage all relevant policies and procedures to maximise income across the Surgery.
Other Responsibilities:
To support delivery of the performance targets and KPIs and ensure these are understood by your team within the Surgery.
To manage staff resources and daily work allocation of the team to ensure SLAs are delivered in a timely manner for all face to face, telephone and administrative tasks.
To ensure all key employment policies are implemented.
To carry out staff appraisals for direct line reports under the supervision of the Surgery Manager and support personal development plans to ensure that training and development opportunities are made available for their teams within the post holders span of control.
To ensure regular communication updates are understood by the staff in the Surgery.
To investigate complaints, concerns, and incidents with clinical and admin team members, working with the Surgery Manager to resolve them in effective and timely way.
To understand the organisations governance and risk policies and procedures within the Surgery, bringing to the attention of the Surgery Manager any areas of concern.
To have an awareness of Surgery integration within the wider organisation and the delivery of services underpinned by organisational ethos and values.
To support the delivery of change to both the service and the structure of the Surgery.
To undertake any other duties commensurate with the post holders role as agreed with the Practice Management team.
Attending training and events organised by the Surgery or other agencies, where appropriate.
Communication
Able to utilise a variety of communication methods to disseminate information to large numbers of people.
Aware of the need to adapt communication style and content to reflect different type of people when making contact.
Ability to receive sensitive or contentious information and process appropriately.
Promote positivity and effective working relationships with the team, other health care providers and other key health care providers and other key partners to support an integrated approach to high quality patient care.
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.
Whilst performing the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, surgery staff and other healthcare workers. They may also have access to information relating to the Surgery as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, careers, colleagues, other healthcare workers or the business of the Surgery may only be divulged to authorised persons in accordance with the Surgery policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety
Maintain the standards required for the health, safety and security knowledge & understanding as defined in the Surgery Health & Safety Policy.
Use personal security systems within the workplace according to Surgery guidelines.
Identify the risks involved in work activities and undertaking such activities in a way that manages those risks.
Make effective use of training to update knowledge and skills.
Use appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
Report potential & actual risks identified.
Equality and Diversity
Support the equality, diversity and rights of patients, carers and colleagues, and challenge behaviours that fall below the standards required.
Lead in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Surgery procedures and policies, and current legislation.
Respect the privacy, dignity, needs and beliefs of patients, careers and colleagues.
Behave in a manner which is welcoming to an individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development
Participate in any training program implemented by Mendip Vale as part of this employment.
Identify personal development and training needs.
Participate in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
Take responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Lead and support others with their training and development needs.
Participate in continuing education to maintain a contemporary level of professional knowledge and skill.
Quality
Strive to improve quality within the Surgery.
Assess own performance, ensuring competence, and being accountable for own actions, either directly or under supervision.
Manage team members around issues of quality and risk.
Contribute to the quality assurance process and 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 ensure the best care for the patient, referring to the Surgery Manager, Area Manager or Partners as needed.
Effectively manage own time, workload and resources.
Recognise peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services
Maintain update to date knowledge of the relevant Surgery policies, standards and guidance as directed by the Surgery Manager.
Lead discussions with members of the team on how the policies, standards and guidelines will affect their work.
Participate in audits & meetings where appropriate.
This job description is not intended to be an exhaustive list and may be subject to change from time to time.
Person Specification
Qualifications
Essential
- NVQ3 or equivalent in Management or ILM qualification (or equivalent experience)
- Sound educational background (Min Maths & English GCSEs, grade C or above)
- Evidence of continued learning/personal development in relevant field
- Additionally for Medicines Management Patient Service Manager:
Desirable
- Education to Masters level or equivalent experience
Experience
Essential
- Understanding of the service delivery plan and an ability to implement within a team
- Ability to cope and manage rapid and sustained change
- Ability to represent the organisation at an operational level
- Ability to manage time and achieve deadlines.
- Excellent communication skills, both oral and written, with an ability to present information clearly and succinctly
- Ability to foster and maintain positive working relationships with a wide range of people
Desirable
- Ability to review data and reports, translating them into a service delivery plan
Other Requirements
Essential
- Patient focused and compassionate about delivery of safe and effect care.
- Ability to demonstrate commitment to Mendip Vales ethos and values
- Positive attitude, self-motivated and able to motivate others
- Credibility with clinicians and managers able to gain respect, trust and co-operation quickly
- Resilient and flexible to meet service needs.
- Self-aware and diplomatic
- Ability to work across sites and travel to attend meetings/training/ support in other locations in the interests of MVMG as required
- Ability to attend meetings outside core hours as required
Person Specification
Qualifications
Essential
- NVQ3 or equivalent in Management or ILM qualification (or equivalent experience)
- Sound educational background (Min Maths & English GCSEs, grade C or above)
- Evidence of continued learning/personal development in relevant field
- Additionally for Medicines Management Patient Service Manager:
Desirable
- Education to Masters level or equivalent experience
Experience
Essential
- Understanding of the service delivery plan and an ability to implement within a team
- Ability to cope and manage rapid and sustained change
- Ability to represent the organisation at an operational level
- Ability to manage time and achieve deadlines.
- Excellent communication skills, both oral and written, with an ability to present information clearly and succinctly
- Ability to foster and maintain positive working relationships with a wide range of people
Desirable
- Ability to review data and reports, translating them into a service delivery plan
Other Requirements
Essential
- Patient focused and compassionate about delivery of safe and effect care.
- Ability to demonstrate commitment to Mendip Vales ethos and values
- Positive attitude, self-motivated and able to motivate others
- Credibility with clinicians and managers able to gain respect, trust and co-operation quickly
- Resilient and flexible to meet service needs.
- Self-aware and diplomatic
- Ability to work across sites and travel to attend meetings/training/ support in other locations in the interests of MVMG as required
- Ability to attend meetings outside core hours as required
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.
