Practice Manager

Job description

Job responsibilities

The Practice Manager is responsible to the Partnership of Spring House Surgery.To ensure delivery of high quality care to patients of the practice.To provide management for the practice in terms of:

Leadership,Strategic management,Operational management,Communication,Project management,Business development,Financial planning and management, Management of service delivery,Contract delivery and performance,All aspects of HR management To represent Spring House Surgery to patients and at events external to the practice.

Communicating and Working with Others

The Practice Manager will be responsible for ensuring that all methods of communication at the practice operate effectively to the benefit of patients and team members. This will include:

Working with others including all stakeholders (partners, staff team, carers, clients and colleagues both within and outside the practice).

Communicating through all means including written and verbal, meetings, email, patient information leaflets, practice web site etc.

Planning, scheduling and convening/chairing meetings, ensuring agendas are prepared and that attendance, minutes and actions are taken.

Ensuring that decisions are based on appropriate consultation, investigation and evidence and that decision-making processes follow an agreed structure of which everyone is aware.

HR Management

The Practice Manager will ensure that the practices staff team is able to deliver the services required to the highest possible standard. This will include: Interpreting and applying the rights and responsibilities of staff in a way that is consistent with current legislation and practice policies.

Monitoring the effectiveness of equality, diversity and employment rights policies and procedures, reviewing how they are implemented and making changes as necessary to ensure compliance The Practice Manager will manage the practices staff to ensure that teams are led and work effectively, that work is appropriately delegated and results delivered, that processes of recruitment and selection are effective and comply with current legislation and that performance and disciplinary issues are handled with sensitivity and in compliance with current legislation. This will include:

Ensuring team members have a clear understanding of work objectives and work with commitment.

Recruitment

Monitoring and highlighting workforce planning issues.

Ensuring good skill mix so that tasks are undertaken by team members with appropriate competence/training and maximum value for money.

Providing clear feedback to team members on their performance and allowing the chance for the team member to respond to the feedback through appraisal and on an ad hoc basis.

Performance management and Appraisals

Providing pastoral support, coaching and/or mentoring as needed.

Ensuring all practice HR policies are up to date and in line with current legislation.

The Practice Manager will ensure that the practices physical and financial resources are managed and maintained for maximum effectiveness including maximising the practices financial resources. This will include:

Planning and monitoring income and cash flow to ensure that income is maximised and that funds are available as required

Maximising the practices income from the Private Medical Services (or other) Contract, monitoring performance against planned outcomes and taking appropriate action to correct deviations. This will include ensuring all claims are submitted in good time and payment received.

Planning and management of QOF workload, delegation of areas of responsibility/duties to staff and doctor teams, monitoring progress and monthly reporting to Partners

Ensuring that the practices allocation of NHS resources is fair and equitable at a local level.

Presenting financial plans, monitoring information and reports to the partnership as required. Ensuring all financial records (practice accounts, bank accounts, payroll, superannuation, PAYE, NI etc) are up to date and accurate. Ensuring all financial returns/submissions are accurate and submitted on time (HMRC, superannuation, CCG/CQRS/NHS England)Ensuring accounts data is submitted in good time to accountants for preparation of annual accounts, liaison with accountants.

The Practice Manager will be responsible for ensuring that patients are able to access the services of GPs, Practice Nurses and other team members in accordance with agreed standards. This will include:

Monitoring appointment availability both in advance and on a daily basis and ensuring appropriate action is taken, for example locum cover booked.

Rotas & Planning - absences such as annual leave.

Regularly reviewing access arrangements, for example demand surveys, access audits and recommending changes.

Ensuring adequate levels of all types of staffing.

Monitoring and developing patient services.

Monitoring and maintaining registration policies, monitoring patient turnover and list size.

Ensuring that the delivery of practice services is in accordance with equality legislation and protects all patients and carers rights.

Optimising Resources: IT and information

Ensuring that all team members are able to make the most effective use of the technology they are required to work with.

Ensuring that data and information are received at the correct time, in the correct format, are processed accurately in an agreed format, are appropriately actioned, are stored securely and are transmitted in a way that ensures confidentiality.

Ensuring the practices compliance with the General Data Protection Regulation and Freedom of Information Act, other relevant legislation and professional information management standards such as GMC guidance.

Implementing and monitoring systems which ensure that patient confidentiality is protected at all times by all staff, who are aware of their responsibilities.

Ensuring the practice has systems and processes for effective data processing and management.

Monitoring, evaluating and adjusting the ways in which technology is used in order to benefit patients and the practice.

The Practice Manager will ensure that potential risks to the practice and its work, including those concerning health and safety of individuals, are identified, addressed and minimised in line with relevant legislation and best practice. This will include:

Monitoring relevant legal and statutory requirements and their implications for the practice, including the consequences of non-compliance.

Reviewing policies and procedures to ensure compliance.

Identification of risks involved in work activities, management of risks and support to others in management of risks.

Monitoring of work areas and practices to ensure they are safe and free from hazard and that they conform to health and safety legislation.

Compliance with professional and legal requirements and guidelines

Delivery of appropriate education and training in health and safety.

Ensure the practice has a Disaster Recover policy that is updated and in which everyone is trained.

Ensure all insurances are appropriate and up to date.

The Practice Manager will ensure that changes in the practice are led and managed in an effective manner to ensure successful outcomes. This will include:

Leading the practices strategic and operational planning processes including setting objectives and monitoring progress.

Anticipating and planning for change and development.

Assessing risks associated with change.

Maintaining the practices vision.

Presenting recommendations for developments to the partnership including writing business and development plans as required.

Maintaining stability and morale at times of change.

Creating an environment that ensures that the team performs at its best.

Improving Quality -The Practice Manager will support the practice in ensuring that patient care is delivered to the best possible quality. This will include:

Ensuring that the practice complies with current clinical governance recommendations.

Monitoring activities against quality standards, auditing performance and taking effective corrective action to improve performance against standards.

The Practice Manager will ensure that practice staff perform to the best of their ability in their roles by making sure that appropriate training and development processes are in place. This will include:

Developing and maintaining a culture of learning in the practice.Ensuring that the practice has a learning plan which is delivered.Ensuring that the practice has systems to identify learning needs, including an appraisal scheme.

Ensuring that individuals learning needs are identified and acted upon by seeking appropriate learning opportunities.

Patient Complaints -The Practice Manager will be responsible for ensuring that all patient complaints are handled in accordance with the practices Complaints Procedure. This will include:

Confidentiality In the course of their duties, the PM will have access to confidential information relating to patients, their carers and relatives and colleagues within and outside the practice. They may also have access to information relating to the practice as a business. All such information from any source whatsoever will be treated as strictly confidential.

The Practice Manager is responsible for ensuring that the practices confidentiality and Information Governance policies are updated and implemented and that all staff are adequately trained and that training is updated.

Equality and Diversity

The Practice Manager will comply with the practices Equality and Diversity Policy, including:

Person Specification

Qualifications

Essential

• ESSENTIAL (SKILLS)
• Previous management experience.
• Experience in dealing with external organisations at management
• level.
• Knowledge of employment law, health & safety legislation, risk
• assessment
• Experience of staff appraisals, handling grievance and disciplinary
• issues
• Knowledgeable about recruitment, staff training and staff
• motivation
• Knowledge of bookkeeping and management accounts incl cash
• flow
• Experience of complex administration and record keeping in an
• office environment.
• Ability to understand and learn new software and administrative
• procedures.
• Familiar with email, the internet and a variety of windows-based
• software including experience in using Word and Excel at
• intermediate level
• ESSENTIAL (PERSONAL)
• Good communicator (verbal & written) both upwards and
• downwards
• Ability to relate to the interviewing team a personality to match
• culture of the practice
• Evidence of team working
• Evidence of organisational skills
• Good sickness record (e.g. max 3 events in last 12 months)
• Ability to work autonomously and initiate / self-direct own
• workload.
• Evidence of the ability to grasp new concepts and work on a self-
• directed basis

Desirable

• DESIRABLE (SKILLS)
• An appropriate management qualification in healthcare or business
• Experience in primary care/NHS/caring profession
• Experience of dealing with members of the public.
• Previous experience in an analytical role.
• Experience in using Systmone clinical software.

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.

Employer details

Employer name

Spring House Surgery

Address

555 Chorley Old Road

Bolton

BL1 6AF

Employer's website

https://www.springhousesurgery.nhs.uk/ (Opens in a new tab)