Practice Manager

Job description

Job responsibilities

KEY DUTIES AND RESPONSIBILITIES

Patient Care

Develop and record improvement consistent with the outcome of patient feedback

Involve patients, families and carers in the identification of patient-centred concerns and priorities

Dealing with Patient complaints in line with practice policy liaising with PALS or outside agencies when necessary

Recording of significant events, shared learning and reporting to governing bodies where necessary

Demonstrate empathy and compassion when communicating with patients, carers and relatives

Evaluate the effectiveness of protocols and modify plans accordingly

Encourage staff to adopt an integrated care approach meeting an individual patients needs

Provide guidance to the administration and clinical teams

Provide verbal and written advice to promote understanding and ensure a consistent approach to patient care

Demonstrate analytical thinking, decision making, professionalism and leadership to ensure a high quality patient experience

Maintain compliance with CQC regulations ensuring the practice meets the essential standards keeping accurate and legible evidence for inspection purposes

Review correspondence and update protocols and policies if necessary

Ensure service development is in line with local and national guidelines and complies with NHS contractual obligations in relation to patient care

Monitor registrations and capitation reports

Oversee and develop patient services with members of the management team including: repeat prescribing systems, appointment access, surgery timetables, staff rotas, performance targets and online access

Strategy and Service Development

Share and contribute expertise

Communicate, motivate, and inspire others to deliver excellent standards of care

Challenge restrictive cultures and champion new ways of working to deliver enhanced patient focused care and improved productivity

Support the development of a learning organisation by identifying, challenging, and reporting poor performance which may affect patient safety

Contribute to appropriate service developments and quality improvements project managing when required

Make recommendations for change and lead on service improvement and delivery of key targets

Shape services in accordance with local and national policies and drivers

Monitor and challenge risk in relation to the practice

Ensure practice has a robust and up to date Business Continuity Plan which includes iT security, backup maintenance and recovery plans

Act as a professional champion and advocate for the practice

Financial Resources/Management

Oversee Practice accounts working with PA to reconcile statements income and expenditure

Prepare accounting information at year end and liaise with accountant

Monitor monthly cashflow forecasts and report to the Partners and Accountant appropriately

Ensure financial claims are made within the relevant timeframes and maximise Practice income

Understand and report on financial implications of contract changes

Assess profitability of both Direct and Local Enhanced Services

Support the Partners and iT staff to achieve maximum clinical targets for QOF

Assist the Partners with value for money purchasing and contribute to profit by increasing income and reducing costs

Pay Partners drawings and prepare PAYE salary information for employed staff

Pay Tax and National Insurance and Pension contributions

Update and record accurate pension information for both Partners, employed staff and GP locums

Liaise with ICB or other providers regarding funding procurement

Liaise with NHSE regarding Notional Rent Reviews

Information Resources/Information Systems

Responsibility to ensure all protocols and policies are reviewed and updated in line with recommended guidelines

Help to identify and agree the minimum data set to be collected by self and others within the team and

implement agreed methods of data collection. Supporting team members to analyse the information obtained and reporting findings

Ensure data is kept in line with the practice records retention policy

Update of appropriate Information Governance systems completing the practice annual DSP toolkit declaration and compliance for GDPR

Convene meetings, preparing agenda's and minutes and chair as necessary

Oversee the implementation of new iT and telephony systems and arrange necessary training

Oversee the maintenance and content of the practice website and patient leaflets

Autonomy/Scope within Role

Work competently and autonomously without some supervision in accordance with practice policies and procedures

Acknowledge limitations in own competence and only undertake activities for which competence can be assured

Exercise professional judgment and expertise to create precedents and deal with problems.

Apply best practice policy guidelines where appropriate

Collaborate with relevant professionals to develop practice protocols

Monitor and lead improvements to standards of patient care and patient access requirements

Health and Safety

Develop health and safety policies and procedures in line with current legislation and update changes promptly

Assess and evaluate site to ensure building is properly maintained, safe, effective, fit for purpose and compliant in line with health and safety regulations

Ensure practice has adequate and appropriate Insurance cover

Ensure practice is compliant for cleanliness and infection control

Arrange Legionella risk assessments

Organise Fire Safety Inspections for Building and Fire Safety Equipment

Ensure adequate security systems are in place and maintained for insurance and safety purposes

Ensure calibration and repairs of practice equipment

Complete practice disability access audit

Record accidents in practice accident book and act on any concerns highlighted

Complete health and safety risk assessments

HR

Recruitment and Retention

Responsible for the recruitment and retention of all staff ensuring staff are legally and gainfully employed

Manage staffing levels within practice budgets

Responsibility for updating contractual information, staff handbook, job descriptions and well maintained personnel files

Ensure staff are inducted in line with practice induction policies and adequately trained in order to fulfil their role

Review salary pay scales annually inline with contractual uplifts and national living wage increases and implement increments at the correct employment anniversary.

Arrange disclosure and barring checks

Employment/Employment Law

Deal with sickness and record in line with practice policy

Resolve disputes and grievances adopting a no blame culture

Deal with disciplinary matters in line with contract policies and gain legal advice for the Partners if necessary

Oversee annual leave and Bank Holiday allocation in line with Patient Services and Practice Nurse Managers

Record staff risk assessments where necessary

Keep up to date with changes regarding employment legislation and update staff as necessary

Training, Education and Staff Development

Support colleagues to advance skills and develop

Take responsibility for own continued professional development and contribute to the continuing professional development and appraisals of team members

Make effective use of learning opportunities

Undertake annual mandatory training updates in line with practice policies

Engage in the appraisal process implementing effective monitoring systems

Facilitate and promote a learning culture that encourages others to develop their full potential

Encourage healthcare professionals to disseminate good practice

Person Specification

Qualifications

Essential

• Minimum of GCSE Grade A-C in Maths and English
• Computer Literate
• Proficient in Microsoft Office and clinical data systems

Desirable

• Evidence of A level standard or equivalent degree
• Qualification and experience in Practice Management
• Financial/Accounting Qualification
• Training in or Knowledge of employment Law
• Caldicott Training

Experience

Essential

• Experience of a Leadership or Management role
• Practical understanding of primary care and community services
• Implementation of best practice
• Solution focused approach to problem solving
• Commitment to continuing professional development
• Experience of managing staff, good teamwork, and employee satisfaction

Desirable

• Previous Experience in a Senior Management role in Primary Care
• Experience of Strategic Business Planning
• Experience of CQC Inspections and Regulations
• Knowledge of Xero accounts package
• Experience of SystmOne
• Experience of AccuRx

Skills, Abilities and Personal Qualities

Essential

• Ability to manage and empower staff
• Delegate effectively
• Excellent networking, communication, and interpersonal skills
• Autonomous working
• Ability to undertake risk assessments
• Excellent Time Management
• Managing Conflict, Complaints, and dispute resolution
• Articulate, confident, decisive
• Motivated, ambitious, uses initiative
• Dedicated, hardworking and flexible
• Able to cope with competitive demands in stressful situations
• Self-aware
• Intelligent and adaptable
• Integrity and respect
• Care, Compassion and Empathy
• Approachable and diplomatic

Desirable

• Manages change effectively

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Newbold Surgery

Address

3 Windermere Road

Newbold

Chesterfield

Derbyshire

S41 8DU

Employer's website

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