Job responsibilities
Key Responsibilities
Patient Services:
- Maintain the clinical rota for Doctors and other healthcare professionals and make arrangements for planned and unplanned leave, including arranging locum cover with the agreement of the partners, including the creation of clinical sessions on EMIS.
- Maintain the rota for administrative staff and make arrangements for planned and unplanned leave, providing cover where necessary.
- Administer the system for all complaints (verbal or written) in line with the organisations complaints policy, including acknowledgment, performing any relevant investigations, and providing written responses where required
- Leadership and Management of the team as a whole. Ensure designated duties are carried out; ensuring appropriate staffing structures are in place to support the needs of the practice
- Assist the Practice Manager with the management and meetings of the Patient Participation Group (PPG), including taking minutes of the meeting and publishing the final annual report
- Contribute to the overall operational, strategic, clinical and non-clinical development of the Practice.
- Manage health campaigns and seasonal health campaigns such as Influenza, Smoking Cessation, NHS Health Checks, Cancer Screening, etc.
- Oversee workflow module on EMIS to regularly monitor levels of patient tasks and pathology results, etc.
- Oversee docman system to regularly monitor levels of tasks for clinicians and administrators.
Service Development and Clinical Governance:
- Work with the Senior Management Team and use available resources to implement and provide guidance and support for the Quality Outcome Framework and any other Enhanced Services.
- Monitoring of practice policies, procedures and protocols and the corresponding audits and auctioning any requirements to ensure CQC compliance.
- Maintaining the significant event database including completion of any documentation required
- Attendance at weekly practice meetings and manage the meeting including preparation of agendas, minutes and following up on any actions.
- Represent the practice at external meetings, such as PCN and ICB meetings, alongside the Practice Manager.
- Maintain the staff training log for clinical and administrative staff and ensure electronic staff training certificates are kept for each individual member of staff
- Monitoring and disseminating information on safety alerts and other pertinent information
- Work with the Practice Manager to ensure any audits relating to practice policies or procedures are completed in a timely manner
- Actively participate in preparation for CQC or infection control visits and be present for any site visits
Finance:
1. Submit activity for all Enhanced Services in which the practice participates in line with the service specification within the given deadlines. This includes the use of CQRS and manual returns.
2. Management of petty cash and cash handling
3. Check payments for PPA claims
Human Resources and Training:
- Perform the appropriate checks for any contracted clinical staff and locum staff in line with the organisations policy requirements
- Lead on annual staff appraisals for the reception management team, ensuring production of personal development plans
- Perform staff induction and training, and ensure that development of staff is managed in line with the practice policies and procedures
- Participate in an annual individual performance review
- Ensure all staff adhere to the practice policies, procedures and protocols at all times
- Work with the lead nurse and partners to ensure that all nursing team staff have an annual appraisal
Premises and Equipment:
1. Work with the allocated Building Manager to ensure security, repairs, maintenance of premises and services, including the completion of building risk assessments.
2. Arrange PAT testing and calibration of all equipment and electrical equipment in line with the organisations policies and procedures
3. Perform checks on the practice defibrillator, oxygen and data loggers in line with the organisations policies and procedures
4. Ensure that the practice complies with all aspects of Health and Safety at work legislation, including completion of Health and Safety checklist
5. To test and monitor the fire alarm, fire extinguishers and emergency lighting systems in line with the practice policy
6. To ensure that adequate equipment is signed out and available to clinical staff when required and to maintain an equipment log ensuring that practice-owned equipment is readily identifiable
7. Ensure public liability insurance is in place and renewed annually
Information Technology:
- Responsibility for the computer system including organising any maintenance and developments to the clinical systems used in the practice
- Use of Accurx system for patient batch messaging to patients and self-booking
- Completion and submission of the IG Toolkit on an annual basis
- Ensure GDPR compliance across the organisation and complete annual ICO registration.
- Responding to and resolving all local IT issues where appropriate
- Reviewing and updating all clinical templates in line with local or national schemes
- Developing audits and searches on EMIS Web to support any clinical or administrative audits
Communication
- Communicate effectively to deliver excellent customer service to patients
- Promote effective teamwork with all staff
- Provide appropriate communication to identify problems and solutions promptly
- Provide clear communication to ensure effective delegation of tasks
- Communicate effectively with external organisations
Reception:
1. Provide ad-hoc reception cover as required due to staff shortage.
2. Assisting clinicians as a chaperone where required
Special Requirements of the post:
- An understanding, acceptance and adherence to the need for strict confidentiality
- The need to lead by example to other members of administrative staff
- Support the equality, diversity and rights of patients, carers and colleagues
The Job Description will be subject to periodic review and amendment in consultation with the post-holder.