Job responsibilities
POST PROFILE
Job
Title: Practice
Manager
Band: 7 Salary is
Dependant on Experience
Responsible
to: The GP Partners Grove Medical Centre
Accountable
to: TBA
Minimum
Qualification: Relevant
Management Qualification
Qualifications and experience required would vary, but a management
qualification would usually be required, along with a proven experience of
motivating people. The role usually combines personnel administration, payroll,
finance, strategic planning and IT skills.
NHS/general practice experience and a knowledge of finance and an ability
to manage in a changing environment desirable.
PURPOSE
OF JOB
The post holder will have
overall responsibility for the quality and smooth running of reception and
service delivery in the practice. S/he
will work at a strategic level and will be co-ordinator of change or
development in the practice, responsible for auditing work, analysing problems
and presenting solutions. S/he will have
major areas of work delegated to him/her,and will have the authority to devise
and implement streamlined protocols, systems and procedures. S/he will be able to produce reports that
demonstrate that the practice is being run on a sound footing.
Responsibilities
Practice
Development and Clinical Governance
Chair
and co-ordinate agenda and attendance at primary health care team meetings
and Network Meeting, implement actions
Co-ordinate production of practice
development plans and reports, review contribution to national and local
targets.
Review clinical services regularly,
recommend and implement changes or extension as agreed with the GPs.
Co-ordinate the process of practice
strategy formulation and review
Co-ordinate the process of
organisational audit under the direction of the GPs; review and disseminate
results
Co-ordinate the process of clinical
audit as directed by Clinical Governance lead
Develop practice health and safety
policy, ensuring compliance with legal requirements; ensure systems are in
place to minimise risk and identify potential problems.
Ensure compliance with local
arrangements and systems for delivering evidence-based practice; generate
data as required by local clinical effectiveness plans.
Evaluate development and training
requirements of administrative staff; maintain systems for recording PDP
progress.
Partnership
Issues
Draw up
GP rotas to maximise use of available clinical time; ensure appropriate
involvement of non-principals in the practice.
In liaison with GPs identify the need
for locum staff; co-ordinate good employment practice
Participate in partners meetings;
provide secretarial support; contribute to the agenda and implement action.
Be familiar with the partnership
agreement; monitor compliance
Arrange prompt payment of tax, in
liaison with the practice accountant
Co-ordinate all arrangements in respect
of partnership change, including the recruitment and selection process for
appointing new partners.
Calculate and submit quarterly
partnership Premium Payment Claims
Finance
Establish petty cash system; monitor
transactions and expenditure
Operate practice PAYE system within
Inland Revenue and NHS Pension Scheme requirements
Take responsibility for settlement of
accounts with GPs signing cheques and/or automated credit system payments
Monitor insurance policies and ensure
payments are kept up to date; review policies regularly
Ensure financial controls are in place
in relation to practices monthly accounts, carry out bank reconciliation and
balance monthly accounts
Prepare all relevant financial
documentation for the preparation of annual accounts with the accountant.
Establish and maintain systems to
maximise income; identify opportunities to increase income and report areas
of under performance
Calculate and arrange payments of
monthly drawings in liaison with GPs
Reconcile monthly GMS statement of
income against practice records; analyse information and address all
financial inconsistencies
Act as first point of contact for bank
and accountant
Collate and provide financial data as
requested for cash flow and budgeting
Report regularly on finances; undertake
feasibility studies and provide information on new proposals as requested.
Banking of all private income received
Process all enhanced service claims,
including prescribing to PPA
Process Immunisation Targets
Patient
& Community Services
Manage reception staff and services to
patients
Produce, update and monitor practice
information
Review, plan and market services as
appropriate
liaise with clinical and community staff
over clinical and health promotion activities; plan and implement clinics in
response to patient need; review and update systems and service provision
draft and/or maintain the practice-based
complaints procedure; manage complaints in collaboration with GPs
consolidate links community
organisations and other local resources; establish and maintain patients
participation in the practice
Human
Resources
Responsible for all reception staff and
admin staff
Review implantation of action taken
following reception meetings; review effectiveness of meeting format and
structure
Co-ordinate agenda, attendance and
minutes of multi-disciplinary staff meetings; implement agreed action
Establish and evaluate the systems for
monitoring reception/admin staff rotas and allocation of work
Co-ordinate the recruitment and
selection process of administrative or reception staff; chair selection panel
Identify practice staff training needs;
ensure induction of all new staff; organise in-house training; identify and
facilitate appropriate external training
Keep up-to-date with employment
legislation; monitor all paperwork, including contracts and make
recommendations for amendment as necessary
Ensure practice discipline and grievance
procedures are in place and are used appropriately; handle and resolve minor
incidents; for more serious incidents, invoke procedures in collaboration
with the GPs
Co-ordinate staff appraisal procedures;
carry out reception and admin staff performance reviews; promote appropriate
opportunities for mentoring.
Premises
and Equipment
Oversee and maintain systems for
ensuring adequate stocks of stationery, clinical and other supplies; review
on a regular basis
Organise maintenance schedules,
recommend purchase of new pieces of equipment, undertake feasibility studies
Plan and monitor premises maintenance
and cleaning services, liaising with or supervising contractors as necessary
Ensure adequate premises security; test
and review regularly, liaise with crime and fire prevention officers
Liaise with landlord/HA in shared
services and premises to ensure limits of responsibility are understood and
acted on
Ensure practice complies with Health
& Safety legislation through responsibility for the practice policy;
disseminate policy to all users of the premises
In liaison with the GPS, oversee
financial controls of project management for equipment or premised upgrade or
move; liaise with outside professionals as required, communicate practice'
views as appropriate
Information
and Management Technology
Plan, implement
and oversee systems for the flow of patient records around the surgery and
the integration of information into patients records
Undertake and/or co-ordinate computer
searches and reports
Devise and oversee all systems for data
security and protection, including back up.
Negotiate serving and maintenance of
hardware
Analyse and reconcile output of GP Links
data; ensure timely production of quarterly reports, liaise with the HA as
necessary
Identify any new IT system requirements;
liaise with DHCW IT advisor in the
event of project management for new
system or extension of existing; undertake feasibility study
Lead on IT crises prevention; assess
effectiveness of system and safety and security of data.
Information Governance Tool
CGPSAT toolkit
QAIF
Prescribing PMS
The Job
Description is not exhaustive but does cover all aspects of the following: -
Leadership
Strategic
Management
Operational
Management
Communication
Project
Management
Business
Development
Financial
Planning and Management
Management
of Service Delivery
Contract
Delivery and Peformance
All
aspects of HR Management
T