IT Service & Planning Manager

Job description

Job responsibilities

Job responsibilities:

To work proactively with the Partners, Practice Manager, Salaried GPs, Nurses, Dispensary and administration teams and PCN to support the effective delivery of functions across the Surgery

Support colleagues to understand and implement organisational standards, policies and procedures, including where appropriate the delivery of training and advice sessions.

Administer policy management system, coordinating the policy review schedule, dissemination and implementation procedures.

Working closely with the senior management team, ensure compliance with information governance standards

Information Management & Technology

To lead on the management and compliance of the clinical system, ensuring IT security and IG compliance

Implementation of appropriate systems, policies and procedures in relation to: data collection, regulation, ICB strategy and data protection

Supporting the Practice Manager to ensure that the Clinical Team work as efficiently and as effectively as possible and are compliant with NHS contractual requirements.

• Support the Practice Manager to ensure the practice has sufficient clinical staff to meet demand and ensure that appointment capacity is sufficient to meet both planned and unscheduled demand.

Rota Management for both clinical and non-clinical staff

Daily rota monitoring to ensure service is not compromised.

To lead on IT projects and innovations, suggesting improvements for the Surgery

To oversee the administration of the clinical system including managing smartcard issues.

To oversee the security and validation processes of the clinical system.

To provide support, advice, and training for new and current staff in the use of the clinical system.

Reviewing and updating clinical templates ensuring they relate to current practice.

Responding to and resolving all local IT issues.

Manage our digital platform and ensure patients are booked and signposted appropriately.

Manage S1 requests from patients for access to personal records.

Actively encouraging and promoting the use of all patient online services

Annual completion of the DSPT Toolkit

Managing the Patient Services Team

• Working with the PSA Supervisor, to ensure staffing levels are adequate across the administration and patient services teams.
• Manage and agree annual leave requests and keep staffs annual leave records up to date.
• Ensure staff have up to date appraisals and are compliant with mandatory training requirements.
• Support the development of staff and manage performance and employee relations issues in line with advice and support from the Practice Manager
• Working with the PSA Supervisor, to coordinate staff induction and training and ensure that staff are adequately trained to fulfil their role.
• Support and mentor staff, both as individuals and as team members.
• Coordinating the provision of administration and reception staff ensuring sufficient cover is provided for periods of leave and other staff absences. Ensure contingency plans are in place for all leave, including unforeseen absence.
• To ensure timesheets are completed correctly each month and submitted to the Practice Manager by the required date for processing.
• Completing return to work interviews
• Ensure that the reception handbook is up to date.
• Monitor the inbound call log and ensure all PSAs answering calls in a timely manner. Request support from other suitable staff if calls are of a high volume and support is needed.
• Maintaining appropriate documentation and evidence for CQC
• Acting as building fire marshal, ensuring evacuation lists are current and that the visitors log is used appropriately.
• Oversee communications, both internal and external and ensure the website and other communication platforms are accurate and up to date.
• Attend monthly Team Leader Meetings, contributing to the agenda prior to each meeting. Disseminating relevant discussion points to the team.
• Receiving email communications, responding as appropriate and disseminating relevant information to members of the Patient Services Team.

Improving Patient Experience

• Be an advocate for the surgery and its policies whilst at the same time being mindful of the patients needs and how best to serve them.

• Monitor and review patient access and focus on continual improvement of patient services.
• Support the Practice Manager to ensure the practice has sufficient clinical staff to meet demand and ensure that appointment capacity is sufficient to meet both planned and unscheduled demand.
• Ensuring the smooth running of reception procedures - front desk and telephone

Deputise for Practice Manager

• Deputise for the Practice Manager in their absence undertaking any duties required of the Practice Manager during this period.
• Supporting the Practice Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.
• The above list of duties is not exhaustive and may be subject to change as deemed necessary.

Person Specification

Qualifications

Essential

• See PS

Employer details

Employer name

Moulton Surgery

Address

120 Northampton Lane North

Moulton, Northampton

Northants

NN3 7QP

Employer's website

https://www.moultonsurgery.co.uk/ (Opens in a new tab)