Job responsibilities
The Practice Manager will be responsible for providing operational oversight and leadership to ensure the smooth running of Pembroke Medical Group. They will be passionate about providing leadership and promoting the organisations values to enable the practice to meet its agreed aims and objectives within a profitable, efficient, safe, and effective working environment. The Practice Manager will assist the Partners in the management and leadership of the Practice to deliver high quality care to the patient population. They will ensure the smooth and efficient running of the Practice and maintain a happy and committed team.
Specific duties included but not limited to:
Oversee and manage the day-to-day administrative operations of the GP practice, ensuring efficient and effective functioning working closely with Partners and management team.
Handle financial management tasks, including budgeting, financial reporting, and managing accounts payable and receivable.
Recruit, hire, and manage the administrative and support staff, providing guidance, training, and support as needed.
Ensure the practice's facilities and equipment are well-maintained and meet the necessary standards and regulations.
Ensure compliance with all relevant laws, regulations, and professional standards, staying updated on changes and implementing necessary changes.
Address patient complaints and implement strategies to improve patient satisfaction, fostering positive patient relations.
Participate in quality improvement initiatives, analysing data, implementing process changes, and measuring outcomes.
Collaborate with other healthcare providers, community organisations, and stakeholders to foster partnerships, develop initiatives and enhance care coordination.
Stay abreast of technological advancements and implement appropriate systems to optimise practice operations.
Work closely with the Partners to develop and implement strategic plans for long-term success.
Ensure the ongoing smooth running of current service including day to day operational issues that arise.
Support the development of and lead the operational implementation of new services.
Build successful relationships and ensure regular effective communication with practices, the CCG, the federation, other providers, and stakeholders.
To remain up to date with NHS and other information concerning primary care, community care and social care with the view to identify opportunities to build relationships, collaborative working and accessing new funding streams.
Provide strategic input and advice to the partners.
Work with the Partners to develop business cases and bids for new services.
To produce project management reports.
Oversee the Quality Function for the organisation by ensuring that all clinical and non-clinical audits and processes are undertaken in accordance with NHS/CQC/Pembroke Medical Partnership polices.
Ensure a robust Business Continuity Plan is in place.
Carrying out an annual review of all services and ensure CQC compliance. Empower and lead the management team in aiming for an outstanding CQC rating.
Provide line management and support to the Management Team.
Attend strategic meetings within the local health economy.
To complete contract reporting and attend contract monitoring meetings with commissioners.
Support the partners in relation to corporate matters.
Any other duties that the GP Partners may request that align to the role.
Partnership
- Work with partners and management team on strategic planning for all aspects of the Practice.
- Attend partners meetings and organise agenda & papers.
- Organise meetings and awaydays.
- Liaise with solicitors on legal matters.
- Deal with partnership changes - retirement, new appointment, legal, financial, and patient related implications.
- In conjunction with the HR Manager, organise training and mentoring. Approval of visiting speakers / sponsorship of meetings.
- Produce annual reports.
- Keep record of list sizes, adjust registration rota.
Patients
- Develop and maintain new and existing services in conjunction with the GP contract and new opportunities.
- Deal with 2nd line complaints (if requested) and keep a log in accordance with CQC requirements.
- Evaluate suggestions from Patient feedback.
- In conjunction with the Quality Team, organise flu clinics, co-ordinate staffing and vaccine supply.
- Coordinate and oversee other special clinical services.
- Co-ordinate provision of health information systems.
- Organise patient questionnaires and Friends and Family Test.
- Co-ordinate Patient Participation Group and any other volunteer services.
Initiating contact with and responding to requests from patients, team members and associated healthcare professionals and providers.
Employed staff
- In conjunction with the HR Manager, oversee the personnel function for all employed staff - hiring, discipline, retirement, personal, legal, leave entitlement.
- Ensure training is coordinated in a timely and efficient fashion including planning and organisation mandatory training and staff development.
- Ensure all new members of staff receive a full induction and training appropriate for their role.
- Organisation of full team meetings.
- Oversee payroll, including reimbursement claims.
- Oversee staff pensions and reimbursement claims.
- Undertake workload planning.
- Ensure the Quality Team are meeting the obligations of Health and Safety and Infection Control in the workplace.
Helping to promote and maintain a positive, supportive culture across the whole of the practice team.
Any other duties as reasonably requested by the partners/management and any duties commensurate with this position.
Finance
- Financial responsibility for the partnership business, including performance against budget and cash flow.
- Ensure the sensible control of expenditure and resources.
- Making recommendations for credible sources of investment.
- Understand and apply regulatory and fiscal obligations as determined by external organisations such as HMRC, NHSE, CQC and interpret changes across the organisation.
- Co-ordinate use of practices bank accounts and petty cash.
- Co-ordinate system for payment of costs and reconciliation.
- Ensure systems are in place for invoicing private patients and chasing up bad debts.
- Maximise income utilising diverse income sources.
- Ensure systems are in place to reach targets.
- Liaison with Practice accountants.
- Manage collection of cash payments.
- Undertake costings for third party use of all rooms across sites.
- Assess on costs for in-house providers and implement system for payment.
Information technology
- In conjunction with the Digital and Communications manager, ensure that all Practice systems are running effectively.
- Review projects for improvements
- Understand and analyse data from the Practice Systems e.g., EMIS, Klinic, BabbleVoice
Building
- Overseeing management of both sites, taking responsibility for the overall management and maintenance of each of the premises.
- Maximising use of space and room bookings by third party healthcare professionals.
- Co-ordinate remodeling and room moves as required.
- Have a clear understanding of telephone systems, daytime and out of hours.
- Understand security systems - alarms & cameras.
- Organise insurance cover for building, contents, computers.
- Arrange valuation.
- Liaising with landlords for rented premises and ensuring agreed costings and terms are in place.
Purchasing
Purchase of equipment.
Manage purchase of supplies.
Manage vaccine contracts and supervise purchase.
Negotiate annual flu order.
Information
Ensure all staff and doctors are kept informed on all policy changes.
Organise meetings.
Issue procedures and policies.
Act as a central source of information.
Manage paperwork systems including post, internal and external.
Manage internal computer mailing system.
Other organisations
Liaise with:
PCSE Finance, ICB, registrations.
Third party healthcare professionals and other voluntary agencies.
Social Services.
Hospitals and Hospices.
Local practices.
Universities and other training bodies.
Business Development & Marketing
Assist in development of proposals.
Implement systems to provide services.
Liaison and coordination of the Patient Participation Group and encourage patient involvement.
Organise open days.
Deal with press and ICB communications.
Working with the Digital & Communications lead to ensure all information is communicated effectively within the Practice, to Patients and external agencies as required.
External Meetings
Support Partners with PCN / Locality / ICB / LMC meetings and support the practices health plan both internally and locality wide.
Ensure all kept informed of external meetings and decisions.
Organise partners meetings.
Social
- Oversee the arrangement of the Christmas party and other social events.
- Oversee the arrangement of gifts and cards for staff leaving, marriages, births etc.
- Organise the Partnership away weekends
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.
Please see the attached Role Description for more information
