Job responsibilities
Grangewood Surgery
POST
TITLE: Assistant Practice Manager
CONTRACT: Permanent.
JOB PURPOSE:
We are looking to recruit an
experienced Assistant Manager
with a good track record and experience within the NHS.
This role will fulfil a dual
purpose of deputy practice management duties as well as administration skills
within the office and reception area.
This is a full-time role although consideration may be given of part-time hours for the right candidate. Pay will be negotiable dependent on experience.
The applicant should have experience working within the NHS and knowledge of the fundamentals of general
practice. Experience in general practice in a similar role is desirable but not essential. A degree
of flexibility is also advantageous.
We are looking for a new
member of staff who will fit well within our existing team and this will be one of our main objectives.
Salary to be arranged in line
with experience.
Main Duties:
1. Liaising with Practice Manager over
day to day administrative and business duties.
2. Liaising with the reception team on behind-the-scenes
patient & appointment organisation.
3. Ensuring staffing levels are
adequate and absences are covered for both non-clinical and clinical
staff, utilising agencies where necessary.
4. To oversee safety
requirements/documentation, in conjunction with the Practice Manager.
5. Be always updated on referral
pathways, surgery processes and working practices.
6. Be competent in email systems, AccuRX
and other communication methods.
7. Oversee business excel sheets and
accountable equipment and utilities.
8. Be fully au fait with coding
procedures and summarising, supporting staff with accuracy.
9. Prepare audits and searches at the
request of the Practice Manager
10. Liaise with GPs, external service
providers & patients to ensure patient requirements are correctly
received and processed.
11. Updating and maintaining staff training
pathways, collating evidence-based records.
12. Be fully au fait with the receipt
of e-consultations, e-reports, and other incoming communiques.
13. To be prepared to learn and take on
additional tasks related to the running of the business with a view to
taking responsibility for the surgery during periods of the Practice
Managers absence.
14. Any other work as deemed necessary
to meet the needs of the patients and/or practice.
IM & T:
1. Ensure
competence with all office equipment.
2. EMISweb
literate.
3. Up
to date with coding SNOWMED.
4. Accurate
data entry.
5. Process
and store information following data protection guidelines and patient
confidentiality.
6. Care
for and keep secure personal smartcard.
7. Report
any computer or other equipment failure.
8. Providing
supervision, support and training to the reception/administration staff under
the guidance of the Practice Manager.
9. Ensuring
that reception is adequately staffed and supervised and that staff rotas,
including annual leave and sickness cover, are in place.
10. Arranging locum cover
required to cover clinicians in agreement with the Practice Manager. Preventing
interruptions to patient care services provided by the Practice.
11. Supporting
the Practice Manager in ensuring that the Practice runs smoothly and
efficiently. Liaising with the Practice Manager on any organisational problems
in the office/reception, including any untoward incidences or near misses.
12. Handling informal complaints from service users through to completion of formal
complaints and SIRMS forms.
13. Taking
all reasonable steps to plan, prioritise and delegate work in advance and
ensure that appropriate office procedures are adhered to by all staff.
14. Taking
opportunities to improve workflow and work performance and ensuring that staff
have the skills and training to fulfil their responsibilities.
15. Support
the Practice in meeting targets detailed in Quality and Outcomes Framework
(QOF), Enhanced Services (ES), Quality Premium (QP), Contract Key Performance Indicators (KPI), CQC
requirements, ICB requirements, knowledge of CQRS etc.
16. To be
responsible for the maintenance of the appointment system. Ensuring the appointments for each clinician
are entered correctly and in an appropriate timeframe.
17. Responsible
for logging problems with the computer system, premises etc. ensuring risk
assessments and business continuity are updated accordingly.
18. Monitor
access and adjustment availability as required.
19. Monitor daily workflow within the practice.
20. Facilitate
the process of repeat prescriptions requests daily ensuring a 72hr turnaround.
21. Preparation
and submission of data and documentation as required to relevant bodies in a
timely manner.
22. Facilitate
the responsibility for the daily task of completing all GP Links data, input
and uploads. (Patient data and EDI). Collection of Medical records. Summarising
of medical records. Ensuring completion.
23. Maintain
the petty cash log and check receipts.
24. Ensuring
that good housekeeping is observed within the offices and clinical rooms, and
with special reference to health and safety/infection control.
25. Assisting
with audit work performed in the practice enabling the practice to review
clinical effectiveness and also to provide information of target performance.
26. Manage
the process and collation of questionnaires and surveys.
27. Manage end of year stock check.
28. Update significant event/complaint logs.
29. Attend practice/external meetings as requested by the
Practice Manager, taking and producing minutes where appropriate.
30. Confidentiality of both patients and the
Practice must be protected and maintained in accordance with Practice Policy
and legislation.
31. To undertake any other duties which are
commensurate with the level and responsibility of this post as requested by the
Practice Manager. To actively and
continuously review all activities and suggest areas for improvement.
Development:
1. To
attend & participate in practice meetings and any other relevant practice
development sessions.
2. Update
competencies and partake in mandatory training.
3. Upkeep
knowledge of practice policies.
4. Partake
in supplementary training to enhance personal role.
5. Partake
in personal development plans, appraisal and/or peer support sessions.
GENERAL
1. To
undertake any other duties commensurate with the role, within the bounds of
his/her own competence
2. The
post holder is expected to be flexible and accommodating, following
consultation, in terms of any changes in the future.
This job
description may change as needs are identified and objectives change.
RESPONSIBLE TO: The Practice Manager.
For further details please contact the surgery on 0191 3852898.