Job responsibilities
JOB DESCRIPTION
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Practice strategy
- Monitor and evaluate performance of the practice against strategic & operational objectives, within the context of the healthcare system
- Proactively contribute to practice strategy development
- Identify & develop focus areas and develop discussion papers/ business cases for the partners as necessary
- Engage with local system partners including the Primary Care Network (PCN) & ICB/ ICS to represent the practice & primary care views, and work collaboratively across the health & care system
Business Management and Planning
Manage the day-to-day operations of the practice, with accountability for:
o Finance
o Staffing
o Facilities
o IT and associated clinical systems
o Information governance
o NHS and other contracts
o Health & Safety
o Practice policies, standards & guidance
Support and/ or lead on practice operational initiatives such as Green Practice
Financial Management
Manage the practice accounts, ensuring that complete records are made of all transactions
Understand & report on the financial implications of contract & legislative changes
Liaise with the practice accountant to resolve queries and ensure a straightforward year-end process
Manage all income & outgoings to ensure healthy cashflow
Monitor cash-flow, prepare forecasts and reports to the partners as required
Manage and reconcile bank accounts; negotiate/liaise with the practice bankers
Monitor loan provision and advise the partners on upcoming checkpoints and options
Manage partners drawings
Run staff payroll
Manage and complete all necessary transactions for pension schemes including NHS and NEST
Make PAYE payments, process claims and maintain appropriate records for HMRC
Process & complete VAT returns
Renew and appoint (with partner decisions as necessary):
o Insurers for buildings/ medical indemnity/ contents/ public liability
o Utility suppliers
Manage cash/ cheque/ card payment receipts and make with bank payments
Be accountable for:
o Ordering & maintaining supplies & equipment
Be accountable for achievement of QoF/ enhanced services targets and payments (execution delegated to Quality lead)
Compliance
Ensure compliance to all relevant regulatory areas including:
o Employment, financial & data legislation
o NHS standards and contract requirements
o Care Quality Commission (CQC) inspection standards
Information governance
Fulfil the role of Data Protection Officer for the practice and ensure compliance with legal requirements
Maintain & develop own knowledge & competence in data management legislation and its application
Advise the partners on data security matters, taking advice as necessary
Implement data sharing and patient opt-out mechanisms
Review and approve data sharing requests from other entities
Handle patient queries regarding use of their data and own the practices Fair Processing and related policies
Ensure staff are trained in information governance and data security
Audit access and use of patient data as necessary
Patient Services
- Be a champion for all patients to ensure outstanding care and responsiveness
- Manage patient queries and complaints according to NHS standards
- Be accountable for reviewing and updating all practice public information including practice leaflet & website. (execution delegated to admin staff)
- Lead the practice patient participation group and liaise with system patient groups as necessary
- Manage patient requests to join the practice list
- Maintain the patient registration policies & monitor patient turnover
Human Resources
Manage all aspects of practice staffing including:
o Recruitment
o Employment administration
o Training & skills
o Staff appraisal
o Maintaining skill mix in accordance with demand
o Disciplinary/ disputes
o Retention
o Pay & staffing levels within budget
o Sickness
o Retirement/ dismissal
o Maintain accurate, timely & up to date records of all of the above including job descriptions, contracts and employment policies
Accountable for staff induction and training (execution delegated to assistant PM/ practice team)
Support and mentor staff, both as individuals and as team members
Keep up to date with changes in employment legislation
Health & safety
Implement and lead on the full range of promotion and management of all staff health, safety and security as defined in:
o The practice Health & Safety policy
o The practice Health & Safety manual
o The practice Infection Control policy
o Relevant legislation.
Premises
Ensure that practice premises are fit for purpose, including:
o Maintenance
o Cleaning & infection control
o Security
Equality and diversity
Support and champion the equality and diversity rights of patients, carers and staff, to include:
o Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice values, policies and current legislation
o Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
o Being an exemplar of behaviour that welcomes and supports every person, with respect for their circumstances, feelings priorities and rights.
Communication and engagement
Ensure effective communications within the team, across practice sub-teams, and with external agencies such as:
o NHS service commissioners
o Our regulator the Care Quality Commission (CQC)
o Our PCN & local practices
o local NHS trusts
o 3rd sector organisations.
Be an ambassador for the practice when dealing with any outside agencies
- Recognise peoples needs for alternative methods of communication and respond accordingly
Personal /
Professional development
Support all staff to develop to achieve their potential in the practice and the NHS
Proactively develop own skills and capabilities in accordance with the requirements of the role
Quality
Contribute to improving quality within all areas of the practice, including:
- Help to identify issues of quality and risk
- Assess own performance and take accountability for own actions
- 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
- Support the Quality improvement lead in their role
- Contribute to new service development & implementation, reflecting the operational perspective for any clinical initiatives
- Contribute to/ initiate data analysis actions to assist in service development or quality improvement
Systems
- Accountable for practice IT systems including:
- Centrally-provided systems such as EMIS, ICE, email (responsibility for execution rests with NCIC IT)
- Attached devices and related software eg ECG/ BP machines
- Technical data security & response to incidents/ outages
- Operation of the telephone system and its integration with other systems where relevant
- Advising the partners on systems matters and investments
Projects
- Initiate, lead and report on projects as and when required
- Prepare & annually update the practice development plan, and oversee the implementation of any necessary changes
Partners
- Support the partners individually and jointly in all matters:
- Finances such as individual tax, pension, drawings, liabilities
- Ensuring long-term business viability
- Assistance with partnership meetings and agreements
- Assisting with change of partners as required
- Convene meetings, prepare agendas, produce & distribute minutes
Primary Care Network
Support the work of the PCN and the Network Contract by representing the practice for PCN matters including:
o Board attendance
o Support the PCN Clinical Director (CD) and ops lead in their roles
o Working with PCN PMs and ops lead on initiatives
o Support and enable ARRS role development and deployment
Clinical
- Manage the annual flu or other mass-vaccination campaigns to include:
- Stock ordering & management
- Deliveries
- Logistics for vaccination delivery
- Identification & prioritisation of eligible cohorts
- Patient invitation & communication
- Assist clinicians in system searches to aid patient care and audit