GP Operations Manager

Job description

Job responsibilities

Downs Way Medical Practice

Job Description

Title: Operations Manager

Accountable to: Managing Partner and Partners

Job Summary:

1. To assist with the effective management of the Practice in conjunction with the managing partner
2. Manage surgeries/reception area(s) and staff to ensure smooth running; provide administrative support to the managing partner.

Generic Job Responsibilities:

Partnership

Rotas, availability, allocations, changes

Organise duty rotas, co-ordinate leave requests

Patient services

Deal with complaints in accordance with Practice Complaints Procedure and evaluate suggestions

Set up and maintain computerised appointment system for all services

Ensure adequate staffing for patient services

Ensure systems are in place for marrying up of notes and recording of data

Employed staff

Provide induction training and ongoing review

Ensure practice policies are followed and accurate records are kept with particular reference to: appointments, messages, visits, patient registration, filing systems, births and deaths

Staff rotas daily/weekly/monthly

Liaise with management team concerning staffing and organisation of work

Liaise with other members of the primary health care team, outside agencies and practice volunteers as required

Administration

Attend staff meetings

To oversee/order stationery etc and keep the Stock Room in order. To send stationery and paper products to branches when requested

To order paper products.

Information Technology

Have full understanding of appointment system

Have an appropriate working knowledge of software and hardware

Be a point of reference for all practice staff relating to computer issues

Building

Have a clear understanding of telephone systems, daytime and out of hours

Understand security systems alarms

Weekly fire alarm tests on all sites

Information

Ensure communication systems are running smoothly, doctors and reception staff are kept fully informed of changes in procedures

Assist with production and upkeep of Practice Procedures Manual

Act as a central source of information

Other Tasks

Health and Safety

Any other task that may be reasonably be required

Confidentiality:

• In the course of 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
• In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include:

• Using personal security systems within the workplace according to practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Reporting potential risks identified.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality:

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk
• 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.

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

The post-holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate
• Undertake such other duties that might reasonably be required.

Individual Job Responsibilities:

Job Summary:

1. To assist with the effective management of the Practice in conjunction with the managing partner, including deputizing for him when he is away from the office and completion of certain returns

2. Manage the Practice service and staff to ensure smooth running; provide administrative support to the managing partner

Organisational Responsibilities:

Enhanced Service returns to relevant parties

Other statutory returns (for example IMFORM influenza, staff flu stats etc)

ICB returns

Stock ordering/procurement

To ensure that Registration Forms are completed correctly and signed.

Staff leave and sickness

Apprentices (manage and oversee, liaising with relevant agencies)

Deputise for the managing Partner in his absence

Co-ordinate Doctor availability

Appointment books practice wide for all staff/clinicians

Update appointments system for leave/duty changes

Close of Quarter for registrations

Oversee weekly scheduled list and extension of appointment books on computer is carried out accurately.

To ensure that Registration Forms are completed correctly and signed.

To go through Registration Links on the computer, inform the Health Authority of any changes in patients registration status.

Deal with FP69, emigrations, archive, acceptances

Deal with OOA patients

To compile the monthly On Call Rota for the Doctors.

To keep a check on patients with referred status.

Liaise with practice safeguarding lead.

Person Specification

Qualifications

Essential

• General all round education

Desirable

• Management qualification
• Willingness to undertake further study/qualifications

Experience

Essential

• Managerial role
• Supervisory role

Desirable

• GP or NHS environment

Quality, Attributes and Other

Essential

• Caring , dedicated, able to work under pressure and meticulous
• Demonstrates a convincing and appropriate ambition for a career in primary care, and what that mean in the modern NHS.
• Evidence of willingness to work flexibly when the business requires it
• Good communicator
• Team Player
• Well Organised
• Residential rights in UK and work permit,clean driving licence (responsible for all transport needs)
• CRB (Standard)
• Medical Report
• 2 Good References

Desirable

• Any managerial experience

Knowledge and Understanding

Essential

• Management/supervisory skills with proven track record of ability

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

Downs Way Medical Practice

Address

Downs Way Medical Practice

Worcester Close

Istead Rise

Gravesend

Kent

DA13 9LB

Employer's website

http://www.downswaymedicalpractice.co.uk/ (Opens in a new tab)