Job responsibilities
Job Description
Job Title: Practice Manager/Business Manager
Reports to: The Partners
Hours: 24 hours per week
Job Summary:
To provide leadership and management skills which enable the Practice to meet its agreed aims and objectives within a safe and effective working environment.
Job Responsibilities:
The post holder will:
Strategic Management and Planning
- Keep abreast of current affairs and identify potential threats and opportunities.
- Contribute to Practice strategy; formulate objectives and research and develop ideas for future Practice development
- Monitor and evaluate performance of the Practice team against objectives; identify and manage change.
- Develop and maintain effective communication both within the Practice and with relevant outside agencies.
- Oversee the implementation of the aims and objectives of any practice development plan.
- Assess and evaluate accommodation requirements ensuring lease, maintenance and property matters dealt with effectively.
- Work collaboratively with Primary Care Network teams.
- Maintain a quality service within the practice.
Financial Management
- Manage Practice budgets
- Seek to optimise income
- Seek to maximise profit within the dispensary by liaising with reps and suppliers and communicating needs with team members.
- Ensure invoices are paid and input into accounts software.
- Manage Practice accounts; submit year-end figures promptly and liaise with the Practice accountant
- Manage and reconcile bank accounts; negotiate/liaise with the Practice bank
- Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions
- Oversee senior administrator to manage all matters relating to payroll.
- Conduct annual pay review and costings.
Human Resources
Oversee the recruitment and retention of staff and provide a general personnel management service
Ensure that all staff are legally and gainfully employed. Monitor skill-mix and deployment of staff
Ensure all staff undertake regular training and mandatory training online and face to face where required.
Manage staffing levels within target budgets
Oversee senior administrator to ensure rotas in place.
Arrange staffing and cover regarding all holiday and sickness.
Conduct return to work interviews with all staff.
Manage and authorise holidays within agreed limits
Evaluate, organise and oversee staff (permanent and temporary) induction and training and ensure that all staff are adequately trained to fulfil their role. (To include locum doctors) and conduct the relevant probationary reviews and sign offs.
Develop and implement effective staff appraisal and monitoring systems, including annual appraisals.
Support and mentor staff, both as individuals and as team members
Maintain effective systems for the resolution of disputes and grievances
Keep abreast of changes in employment legislation
Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies)
Organisational
- Monitor and act to ensure CQC compliance
- Oversee senior administrator to organise meetings, prepare agendas and ensure distribution of minutes as necessary
- Work with Senior Administrator to develop Practice protocols and procedures, review and update as required
- Participate in and instigate audits as appropriate, for example waste, infection control and data.
- Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place
- Manage the procurement of Practice equipment, supplies and services are within target budgets
- Develop and review Health & Safety policies and procedures to ensure practice compliance with current legislation.
- Arrange appropriate insurance cover
- Ensure that the Practice has adequate disaster recovery procedures in place
- Arrange appropriate maintenance for Practice equipment.
- Facilitate and lead where appropriate in the analysis of any significant events or untoward occurrences that may occur in the practice or affect the practice.
Participate actively in the Primary care Network board and work collaboratively.
Oversee Primary Care Network staff who work within the Practice and liaise with their managers as appropriate.
Patient/Practice Services
- Adopt a strategic approach to the development and management of patient services
- Ensure service development and delivery is in accordance with local and national guidelines and NHS contractual obligations in relation to patient care.
- Maintain registration policies and monitor patient turnover and capitation
- Oversee repeat prescribing systems
- Oversee and manage an effective appointments systems
- Oversee senior administrator on surgery timetables, duty rotas and holiday cover
- Routinely monitor and assess Practice performance against patient access and demand management targets
- Maintain an effective complaints management system, within any local or national requirements, adopting a personal approach where necessary to complaints resolution
- Liaise with patient groups/PALs
- Work with those partners who have particular responsibility for Safeguarding to ensure robust practice safeguarding procedures and policy.
- Oversee the running of Dispensary and ensure regulations met.
Information Management and Technology
Evaluate and plan Practice IT implementation and modernisation
Set targets and monitoring standards for data entry and data collection including accurate and up to date coding.
Ensure that the Practice has effective IT data security, back-up, maintenance and disaster recovery plans in place
Ensure the Practice acts within the law with particular regard to data protection and information governance
Work with senior administrator to maintain the Practices website.
Confidentiality:
- Ensure that 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. This is a personal responsibility as well as responsibility to ensure compliance by the whole practice team.
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, the practice Health & Safety manual, and the practice Infection Control policy and published procedures as well as overseeing that all staff adhere. This will 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
- Actively reporting of health and safety hazards and infection hazards immediately to Partners or relevant body when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and Diversity:
- Support the equality, diversity and any right of patients, carers and colleagues that is consistent with Practice procedures and policies, and current legislation.
Personal/Professional Development:
- Participate in any training programme implemented by the Practice as part of this employment.
- Participate in an annual individual performance review, including responsibility for maintaining a record of own personal and/or professional development
- Take responsibility for own development, learning and performance within the agreed practice training programme.
- Demonstrate skills and activities to others who are undertaking similar work particularly in the cascading of any new training undertaken to appropriate staff
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