Job responsibilities
East Durham
Medical Group
Business
Manager
Band 5 £29,180 - £32.934 pro-rata
4
days per week 30 hours
Scope
of Role
The role
of Business Manager requires a self-motivated, disciplined individual to take
ownership of the efficient day to day running of the service across 6 sites,
supporting the Managing Partner and working as a key member of the Management
Team.
The
successful candidate will have experience in a fast paced office environment,
have good IT skills, experience in using clinical systems such as SystmOne,
Exeter, and will have demonstrable customer service skills.
Key
Responsibilities include:
Engagement of system partners, represent the Partners and the Practice
at key meetings
Be responsible for
maximising the income of the Practice
Be a strong but approachable manager to support staff, and
effectively address their problems along with grievance and disciplinary
matters
Engagement
of system partners
Attending
Partner meetings with the Managing Partner in the
Managing
Partner absence
Developing relationships with external
stakeholders eg. Federation, Clinical Commissioning Groups and successor
organisations
Attending
Primary Care Network meetings as the Practice representative and any related
operational meetings
Be responsible for maximising the income of
the Practice
Responsible
for completion of the monthly PPA immunisation claims via the Secretaries
Sign off and ensure payment of claims for NHS income.
Ensure all income-generating opportunities are explored and
maximised including National and Local enhanced services and any awarded
primary care contracts
Supporting Staff
Advise and liaise with the Managing Partner / Partners on
concerns with staffing or
organisation of work
Organise and run regular staff meetings.
Supervise staff and carry out performance management and
appraisal.
Ensure policies and procedures are followed by staff
Conducting
staff appraisals for the reception team, recording sickness, approving and
recording annual leave of reception/admin teams
The post holder will continuously update the
practice social media
Website
Facebook
Complaints and Significant
events
Complaints
Receive and acknowledge the complaint
Call internal complaints panel
Respond to patient in a timely manner
Record on internal spreadsheet to ease completion of annual return
Significant Events
Ensure form is completed
Take to clinicians meeting
Record learning outcomes
Implement lessons from root cause analysis
Do thematic presentations to staff groups
Line manage the
responsibilities of the Estates, Finance, Senior Administrator and Senior Rota
Manager whose responsibilities include:
Premises
in conjunction with the estates officer
Work
with the estates manager on value for money for premises contracts i.e.
Insurance, postage, utilities, telecommunications and Cleaning Services
Ensure
all premises meet statutory and regulatory requirements
Complete CMR1 forms for each site and
ensure a 3yrly review of the notional rent
Ensure that ordering for stationary,
medical supplies and vaccinations is supervised so that stock levels are
optimal but never more than 8 weeks stock holding at any time.
Work with IPC lead nurse to ensure
compliance
Management of financial
resources in conjunction with the Finance officer
Ensure controls of income and expenditure.
Responsible for
petty cash including the recording of all receipts
Responsible
for private income cash and cheques including paying into the bank weekly and sending
a summary to the Partners
Provide budgetary and cash flow forecasting to the Managing Partner
and Partners.
Follow policies and procedures to protect the practice against
fraud and financial
mismanagement.
Work with the finance manager to:
Ensure payment of staff salaries, tax, NI, management of the NHS
Pension Scheme.
Ensure the appropriate payment of Partners drawings.
Ensure management of each practices bank account
Ensure correct payment of supplies and expenses.
Review and negotiate contracts for services ensuring best value
for money.
Ensure correct billing for services and systems to reclaim monies
owed to the practice.
Ensure appropriate control of the petty cash account.
Ensure the accurate bookkeeping, monthly bank reconciliations, and
preparation for the Practices accounts.
Working with the Senior Administrator to :
Communicate and engage with the PPG
Provide the staff supervision of ARRS staff
Ensure clinical staff safeguarding, appraisal, revalidation and
indemnity is up to date
maintain the control sheet of staff compliance
Develop Standard operating protocols for the organisation
Ensure completion of the IG toolkit
annually and support the Caldicott Guardian and SIRO
Maintain relationship with the PCS/Capita
Help the lead clinician and Managing Partner fulfil the
requirements of the Care Quality Commission (CQC) and help prepare for CQC
inspections.
Working with Lead Clinician and
Senior Rota Officer to:
ensure
that the service has an appropriate skill mix of staff on duty who are able to
meet the needs of the service.
coordinate
locum bookings
Interview
coordination
Cascade
alerts to clinical staff
Monitor minor and major SIRMS and discussing learning
investigate and respond to complaints
Management of patient services
Ensuring
the appointment ledgers are uploaded to the clinical system
Cover
reception in an emergency only
To
ensure interpreter services are available where required
Ensure
that tasks on the clinical system are dealt with efficiently and within a
timely manner
Monitoring
of appointment availability and altering the clinical system to ensure capacity
meets demand
Ensure the correct registration and deduction of patient records
in line with recommended
procedures.
Ensure the summarising of clinical information on to the patient
medical records and
summarising of notes is kept up to the necessary levels.
Oversee information systems to and from patients for clinical
correspondence.
In
addition
Digital
The post holder will ensure they remain abreast of all clinical
and non clinical systems including
SystmOne
AccuRx and text messaging
GP Teamnet
Patient online
NHS
choices
Communication
The
post-holder should recognise the importance of effective communication within
their role and will strive to:
Communicate
effectively with other employees to build positive relationships
Be
able to adapt their communication style where appropriate
Work
effectively with all functions to deliver the business aims
Confidentiality
In
the course of seeking treatment, patients entrust us with, or allow us to
gather, sensitive
information
in relation to their health and other matters. They do so in confidence and
have the
right to
expect that staff will respect their privacy and act appropriately
In
the performance of the duties outlined in this Job Description, the post-holder
may have access to confidential information relating to patients and their
carers, practice staff and other healthcare
workers.
They may also have access to information relating to the practice as a business
organisation.
All such information from any source is to be regarded as strictly confidential
Health
& Safety
The
post-holder will assist in promoting and maintaining their own and others
health, safety and security as defined in the Practices Health & Safety
Policy, to include:-
Using
appropriate infection control procedures, maintaining work areas in a tidy and
safe way and free from hazards
Reporting
potential risks identified
Equality
and Diversity
The
post-holder will support the equality, diversity and rights of patients, carers
and colleagues to include:
Acting
in a way that recognises the importance of peoples rights, interpreting them
in a way that
is
consistent with company procedures and policies and current legislation
Respecting
the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving
in a manner which is welcoming to and of the individual, is non-judgmental and
respects
their
circumstances, feelings, priorities and rights
The
post-holder will abide by the equal opportunities policy contained within the
employee
Handbook
Note
This job
description is not intended to form part of the contract of employment or to be
a complete list of duties and responsibilities, but it is a guide, for
information, to the job. It will be periodically reviewed in the light of
developing work requirements in the role. The post holder will participate in
the review.
