Job responsibilities
Patient Experience:
Ensuring that Patient surveys are undertaken, evaluated and learnt from. Attend/ chair the patient forum and incorporate their feedback.
Ensuring that Patient Complaints are dealt with per the Complaints Procedure. Key measures: all complainants have a face to face meeting with the practice; each complaint is documented in a standard way; the learning from each complaint is disseminated through the professional meetings.
Supporting Quality Standards:
The post-holder will strive to maintain quality within the Practice, and will:
Increase the quality of practice by supporting and promoting local or national quality benchmarks within the practice eg Becoming an aspiring training practice, achieving CQC, responding to National Patient Safety alerts, incorporating latest NICE guidance.
Ensure that we offer a quality service by constant review and improvement. Ensure the practice has regular time in events to discuss between professional groups any areas of review for improvement.
Working with Lead Clinician 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
Communicate and engage with the PPG
Ensure clinical staff safeguarding, appraisal, revalidation and indemnity is up to date
Ensure completion of the IG toolkit annually and support the Caldicott Guardian and SIRO
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.
Help the lead clinician and Managing Partner fulfil the requirements of the Care Quality Commission (CQC) and help prepare for CQC inspections.
Patient Safety:
Ensure that Significant Incidents are documented in a standard way; and that the learning is disseminated through the professional meetings and on SIRMS.
Infection Control
Ensure regular inspection of premises to ensure compliance and ensure that the organization is aware of its responsibilities.
Work with IPC lead nurse to ensure compliance
Safeguarding
Ensure that all staff are familiar with the policies on adult and children safeguarding.
Ensure that all levels of staff are compliant with Childrens safeguarding certification.
Day to Day running of the practiceSystems management & OD
The post-holder will ensure that each of these systems are effective. This means ensuring there are no inefficiencies and the risk of errors is unlikely.
- Patient Access
- Pathology
- Prescriptions
- Hospital Letters
- Referral Letters
- Choose and Book
National Enhanced Services
- Cytology
- Childhood Imms
- Influenza
- Minor Surgery
Local Enhanced Services
- Weight Management
- Smoking Cessation
- Clinical Commissioning related incentive schemes
HR
- The ongoing administration of staff folders from Induction to Leaving.
- Ensure that staff receive timely and informed appraisals
- Monitor CPD both from the point of view of staff development, and to ensure the successful operation of the practice (ie staff should not spend too much time on CPD)
Finance
Keeping abreast of the local ICB contacts for Finance, GMS contracts and Estate.
Ensure Financial Accounts support the running of the practice
Support the Finance clerk / bookkeeper to maintain the monthly accounts, ensure all income is accounted for (and income owing is claimed) and the production of annual accounts using the practice electronic accounting system (IRIS).
Work with the finance manager to: ensure payment of staff salaries, tax, NI, management of the NHS Pension Scheme.
Quality and Outcomes Framework
- Ensure that the practice achieves optimum achievement towards this.
- Be aware of national, local and Practice quality standards for chronic disease management. Support the Performance Manager in this role.
- Provide support to Practice Meetings in correctly identifying and targeting patients for assessment and treatment.
- Ensure staff are aware of the importance of maintaining disease registers, and assist in the validation process.
- Provide advice and support for clinicians and produce regular reports on the progress in achieving their targets.
Information Governance
- Ensure the practice maintains Data Quality
- Work with the PCT to validate patient information, which includes ensuring regular checks and quality audits are carried out.
- Provide support and training for current and new staff ensuring that data quality guidelines are understood and adhered to.
- Oversee the administration of the Clinical System and ensure back-ups are taken/ valid.
- Ensure the clinical integrity of the system working with the PCT to implement their guidance.
- Oversee the security and validation processes for the Clinical System.
- Provide support, advice and ensure training is given for current and new Practice staff in the use of the Clinical System
- Be the Practice Co-ordinator for IT Hardware and consumables, including identifying where the PCT may provide equipment, and ensuring an appropriate maintenance schedule
- Ensure the practice maintains an equipment log ensuring that PCT and Practice owned equipment is readily identifiable.
- Provide support and training for current and new staff in resolving simple problems and becoming self-sufficient with PCs and printers.
- Liaise with PCT IT support department to resolve other hardware and software issues
Premises in conjunction with the estates officer
Work with the estates manager on value for money for premises contracts
Ensure all premises meet statutory and regulatory requirements
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
Staff management
Advise and liaise with the Managing Partner / Partners on concerns with staffing or
organisation of work
Completion of daily drill template of staffing across sites for each morning distribution
Manage the overall induction programme, training, and staff reviews.
Organise and run regular staff meetings.
Supervise staff and carry out performance management and appraisal.
Authorise staffs absence, including holiday, sickness and other leave, ensuring that appropriate monitoring is taking place.
Ensure policies and procedures are followed by staff
Be a strong but approachable manager to support staff, and effectively address their queries, problems, requests both formal and informal, along with grievance and disciplinary matters
Conducting staff appraisals for the reception team, recording sickness, approving and recording annual leave of reception/admin teams
Digital
The post holder will ensure they remain abreast of all clinical and non clinical systems including
SystmOne
AccuRx
GP Teamnet
Patient online
The post holder will continuously update the practice social media
Website
Facebook
Development Opportunities
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
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 their own personal and/or professional development
- Taking responsibility for their own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post-holder will strive to maintain quality within the Practice, and will support the practice to
- maintain safe clinical services
- Ensure that the Patient experience is paramount
- observes good practice with regard to Infection Control
- maintain training in line with good practice with Children and Adult Safeguarding
- observe Information Governance and maintain certification
- ensure engagement and compliance with policies and procedures in line with Care Quality Commission Registration
Productivity
- 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
- Effectively manage own time, workload and resources
- Assess own performance and take accountability for own actions, either directly or under supervision and mentorship
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Use of the Practice Intranet (GP Teamnet), Email, Newsletters and memos should be maximised to ensure that knowledge sharing is optimised.
- Communicate effectively with patients and carers
- Maximize patient access to and use of Practice Website, Newsletters and Patient Forum
- Communicate and feed back to the Partnership between staff and Patients by Way of regular meetings
