Job responsibilities
(See document in supporting information section for more details)
Registrations
Registrations of new patients are done efficiently such that
patients are registered within 72 hours. Ensure
that registration queries are dealt with in a timely and efficient manner. Deductions are dealt with in a timely and efficient manner. Work with the team to ensure that registration
process for patients either online of face to face is efficient and not
perceived to be obstructive.
Appointment
management for GPs
Plan and co-ordinate the GP appointment rota to
include extended hours, additional
hours and specialized clinics and ensure that this data is capture accurately by NHSE.
Arrange locum cover where applicable in line with
practice policies and annually agreed budget.
Ensure all locums
are employed within
practice and CQC guidelines.
Arrange access for staff to the clinical system,
including smartcard access and assigning prescribing codes/roles.
Co-ordinate GP leave, study
leave.
Premises and Equipment Management
Be first point of contact for matters related
to the management of the premises.
Coordinate premises and equipment management and
ensure all statutory and CQC requirements are met.
Maintain the practice asset register.
Co-ordinate routine checking
of fire alarms; emergency lighting, heating, water safety and any other
aspects to ensure safe running of surgery and CQC compliance.
Co-ordinate with third party equipment suppliers
including the telephone system and
other clinical and non-clinical software.
Coordinate the rental of rooms
to outside agencies.
Have a robust system in place so that the rooms
are adequately and appropriately stocked and implement a system to ensure that
this happens in a regular and efficient basis.
Have a system in place to ensure clinical
waste is handled appropriately on a weekly basis.
Health & Safety
Ensure all aspects of Health & Safety are met
Using appropriate infection
control procedures
Reporting potential risks identified.
Carrying out audits and risk assessments and be
responsible for ensuring that any actions are followed up.
Review and update the practice Health &
Safety policy to ensure compliance with CQC
and statutory obligations.
Ensure staff are aware of Health and Safety/
Infection Control issues and are trained appropriately.
Human Resources
Induction of all non-GP staff.
Maintain HR records in accordance with CQC and statutory obligations.
Periodically review all HR policies to ensure
compliance with statutory regulations.
To undertake
all reporting activities to NHSE and the CCG
as required.
To support payroll
and pension services
as required (the provision is likely to be outsourced).
Planning and implementation of administrative staff
rotas in a timely manner, taking into account adequate cover for absence.
To record and manage all practice staff annual leave
and absence, according to practice policies.
To maintain personnel files and the staff handbooks,
ensuring compliance with current employment legislation and CQC requirements.
To manage issues of staff, conduct or performance
according to the relevant local HR policy.
To ensure all staff are up to date with relevant
vaccinations and DBS checks.
To ensure trainee doctors are well supported and to
assist with the practice accreditation for GP and foundation training.
Trainee Management
To coordinate the training
programmes for all ST2 and ST3 trainees and
medical students.
To arrange induction, appointment schedules and IT requirements.
To assist with submission of the practice
training plan as required.
General Management
To work with the practice manager in all areas of
the management of the practice.
To manage varied projects which may involve the
implementation of new systems or aspects of practice development.
To act as responsible lead in the absence of the
practice manager.
To assist with the achievement of the organisational
elements within the QOF by taking responsibility for ensuring compliance with
delegated indicators.
To ensure effective and robust filing systems are in
place throughout the practice and that appropriate retention periods are
applied.
Information Technology
Ensure that digital services and IT systems are
optimised, to deliver a consistent level of excellent service to patients e.g.
via the practice website and patient online services.
Co-ordinate the practice
IT system.
To liaise with emis, CSU and
other third-party suppliers.
To maintain adequate
supplies of IT consumables.
CQC and Information Governance.
In conjunction with the practice
manager and registered manager to:
Maintain the register of CQC policies and audits and
ensure that these are up to date.
Have responsibility for information governance and data protection.
To submit the annual IT Governance report.
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.
Information relating to patients, carers,
colleagues, other healthcare workers or the business of the Practice
may only be divulged to authorised persons
in accordance with the
Practice policies and procedures relating to
confidentiality and the protection
of personal and sensitive data.
Equality and Diversity:
The
post-holder will support the equality, diversity and rights of patients,
carers, and colleagues, to include:
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.
Personal/Professional Development:
The
post-holder will participate in any training program 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 own personal and/or
professional development.
Completion of all mandatory and recommended training
Quality:
The post-holder will strive to maintain quality
within the Practice,
and will:
Alert other team members to issues of quality and risk.
Assess own performance and take accountability for own actions,
either directly or under supervision.
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.
Effectively manage own time, workload
and resources.
Seek out and
encourage opportunities for Quality Improvement in every aspect of the role and
within the teams you lead. You will seek out innovation and beneficial change
in all areas of the business and provide constructive challenge to staff and
Partners where required to seek agreed outcomes.
Communication:The
post-holder should recognize the importance of effective communication within the team and will strive to:
Effectively and positively communicate between and
across teams within the practice, to ensure a high standard of information
flow, including the sharing of relevant external information.
Communicate effectively with patients and carers.
Coordinate various meetings that
occur in the practice, liaising with invitees, sending invites, reminders and
supporting documentation.
Create and coordinate agendas.
Take meeting minutes and ensure
timely distribution and follow up of action points.
Participate in audit where appropriate.
Oversee and support the role of the
administration/reception and general office staff to continually improve
current processes and systems. This includes Reception, Secretarial and
Administration teams and all associated functions, including patient access,
appointment and triage systems, workflow and general administration, patient
feedback and complaints and communication regarding services.
To investigate and respond to formal complaints in
conjunction with other members of the practice team, adhering to the practice
complaints procedure and develop remedial action plans to prevent recurring
issues.
Continuously monitor the performance of the
administrative service against agreed internal standards, taking remedial
action where necessary. This includes but is not limited to the turnaround
times for patient requests, prescriptions, document management and caller
waiting times.
To develop and review organisational templates and
forms.
Financial
To support the practice manager with some aspects of
financial administration.
To ensure that the procurement of supplies and
equipment continues to provide good value for money.
To support the monthly staff payroll process.
To manage the procurement of stationery and other non-clinical consumables
Changes to Duties:
The Partners reserve the right to distribute duties and functions
amongst the members of staff from
time to time. Staff are expected to
take on additional duties, with
training, and to relinquish existing duties in order to maintain the effective running
of the Practice. Any such changes will always be made in consultation with the post holder.