Job responsibilities
The Practice Manager is responsible for:
Day-to day
o Overseeing the day-to-day operations of the practice but supporting the operations manager, ensuring that all staff achieve their primary responsibilities
o Functional management of all clinical and administrative staff
o Direct line management of all senior administrators
o Ensure the practice maintains compliance with its NHS contractual obligations
Human Resources
o Managing the recruitment and retention of staff; develop, implement and embed an effective succession plan
o Establish, review and regularly update Job Descriptions and Person Specifications, ensuring all staff are legally and gainfully employed
o Develop, implement and embed an effective staff appraisal process
o Implement effective systems for the resolution of disciplinary and grievance issues
o Maintain an effective overview of HR legislation
Business Development
o Develop, implement and embed an efficient business resilience plan (BRP)
o Coordinate, review and update of all practice policies and procedures annually
o Lead change and continuous improvement initiatives; coordinating all projects within the practice
o Coordinate and lead on practice reports and the practice development plan (PDP)
o Actively encourage and promote the use of patient online services.
o Review and continued development of the practice website
o Market the practice appropriately
o Develop and implement an effective communication strategy (internal and external)
o Adopt a strategic approach to the management of all patient services
Finance
o Managing the financial elements of the practice
o seek to maximise income and reduce expenditure
o ensure all bills associated with the running of the practice are paid in a timely manner
o ensure all income due to the practice is received in a timely manner
o ensure that all reimbursements that are available under the NHS contract are submitted and paid
o raise invoices when required for services associated with NHS services and PCN contract.
Payroll and Pensions
o Prepare and calculate the monthly payroll and liaising with HMRC on all PAYE matters
o Payment of PAYE Monthly to HMRC.
o Reconcile and submit Year end submissions to HMRC
o Calculate monthly pension contributions and submission to NHS Pensions via NHS Pensions Online
o Submit annual submissions for pensions to NHS Pensions or other providers
o Comply with Statutory requirements under Auto enrolment
Accounts
o Prepare the monthly accounts via IRIS software
o Reconcile the practice bank accounts to the accounts monthly.
o Maintain an effective liaison with the accountant,
o Oversee the practice accounts, ensuring year-end figures are presented
o Brief the lead financial partner and partners on all financial matters,
Enhanced Services
o Ensure the team reach QOF and NWL contract targets (supported by the nursing and administrative leads)
o Co-ordinate and submit the required audits required under the NWL Contract and Qof programmes as per the timetable sets under each programme.
o Ensure all requests for data and information requested by the PCN or the ICB is provided in a timely manner within the time frames requested.
Clinical System
o Manage the appointment system via System 1 for all clinical staff
o Manage both the GP and nursing team rota ensuring that there is a minimum level of staff on duty while the practice is open 7 days a week
o Identify gaps in clinical staffing levels due to annual leave and sick leave and ensure that the practice has sufficient clinical staff on duty to maintain and effective service.
o Liaise with locum providers to ensure locums are engaged at the best possible price to cover gaps
o Manage the appointments schedule/templates on System1
IT
o Manage the hardware requirements of the practice
o Manage the clinical system System1, ensuring IT security and IG compliance at all times.
o Ensure compliance with Data Protection legislation and GDPR
o Ensure the effective use of System 1, ERS, EPS and other IT programmes
o Provide an induction for new staff (non Clinical) on the use of the clinical system, S1.
o Organise SMART Cards for all staff and maintain them. Vary staff permissions as required
o Arrange both NHS mail accounts and windows log in for all staff
o Respond to and resolve all local IT issues in a timely manner where appropriate
o Liaise with the ICB IT help desk to resolve any IT issues that cannot be resolved internally
o Have a clear understanding of telephone system both daytime and out of hours
o Support the IG-GP lead in any work streams that may be required on an adhoc basis
Estates
o Be up to date with the current Health & Safety legislation and conduct annual risk assessments.
o Conduct periodic risk assessments due to changes in legislation and make recommendations to the partners on changes that might be required
o Ensure that Practice premises are properly maintained and cleaned,
o Enter into service contracts to cover the repair and maintenance of equipment such as lift, doors and air conditioning etc. and that they are maintained annually.
o Ensuring the practice has appropriate insurance cover
Compliance
o Ensure and monitor compliance with health and safety legislation.
o Ensure that there is adequate fire prevention in place and arrange annual certification to adhere to current fire legislation
o Be responsible for security systems with-in the practice to protect both staff and patients and make sure that are maintained and that written protocols are available and updated as required.
o Ensure service development and delivery is in accordance with local and national guidelines
Complaints
o Deal with all complaints received by the practice in relation to services provided
o Acknowledge all complaints with in the required time frame as specified within the complaints procedure
o Liaise with clinicians to ensure all complaints are investigated and a response is made with in the required time frame
o Deal with all other non-clinical complaints
o Ensure all responses to all complaints are sent with-in the required time frame as per the complaints procedure
PPG
o Act as Joint Admin lead to ensure that the practice engages with the PPG.
o Be proactive with the PPG to encourage engagement.
o Provide support to the PPG as required
Training
o Ensure all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively
o Ensure that all staff complete their mandatory training
o Implement a training plan to cover all mandatory elements required and adhoc training.
o Maintain an up-to-date register on completed training and follow up with those staff who have not completed the required training with-in the required time frame.
o Utilise the NWL Training HUB as a resource as and when required
Secondary Responsibilities
In addition to the primary responsibilities, the practice manager may be requested to:
o Undertake other duties as directed or requested
o Deputise for the partners at internal and external meetings
o Act as the primary point of contact for NHS(E), ICB, PCN, community services, suppliers and other external stakeholders
o Liaise with the Primary Care Network (PCN) and locality commissioners, attend meetings and promote collaborative working
