Job responsibilities
The following are the core responsibilities of the Operations
Manager. There may be, on occasion, a requirement to carry out other tasks;
this will be dependent upon factors such as workload and staffing levels:
Support the Practice Manager in the day-to-day
operations of the practice, ensuring staff achieve their primary
responsibilities.
Work closely with GP Partners and the Practice
Manager to provide timely and responsive support for business, administrative, clinical,
and patient services.
Provide local team leadership for the
Practices reception team ensuring that they always adhere to policy and
procedures, working with the reception team supervisor.
Implementing systems to ensure compliance with
CQC regulations and standards.
To lead the writing of standard operating
procedures for a variety of Practice processes and actively ensure these are
followed.
Manage all clinical diaries, highlighting any
concerns to the Practice Manager in a timely manner.
Optimise room allocation within the practice
ensuring adequate IT and equipment is always available to clinicians.
Leading management of the clinical system, always
ensuring IT security and IG compliance and responding to local IT issues.
To manage all aspects of issuing smartcards.
To order stationery as required by the practice.
To ensure all members of the team have
appropriate access rights to all IT systems.
Actively encourage and promote the use of
patient online services.
Reviewing and updating clinical templates
ensuring they relate to current practice.
To lead the operational aspects of patient
campaigns i.e: winter vaccinations.
Assist with managing contracts for and
highlighting issues with services i.e: cleaning, gardening, window cleaning etc.
To assist with the management of the practices
risk register ensuring actions are completed proactively.
Coordinating LTC review clinics ,, booking
appointments and related admin.
Assisting with the Practice recall policy.
Assist with all aspects of health and safety.
Assist with facilitating the ongoing
maintenance of the premises.
Act as Fire Warden, ensuring compliance with
all aspects of fire alarm testing, drills and implementing risk assessment.
To contribute to the management of complaints
and significant events in line with Practice Policy.
Assisting the Practice Manager with regular
updating of the Practice Website and other Social media outlets.
Secondary responsibilities:
In addition to the primary
responsibilities, the Operations Manager may be requested to:
a.
Deputise for the Practice Manager in his
absence.
b.
Lead the management of the Patient
Participation Group working closely with the Patient Care Co-ordinator.
c.
Implement the complaints process, ensuring
complaints are dealt with in a timely manner and, where necessary, escalated to
the next level.
d.
Ensure all staff are aware of the management
of the premises, including health and safety aspects and undertake risk
assessments and mandatory training as required.
e.
Monitor and disseminate information on safety
alerts and other pertinent information.
f.
Support the overall practice clinical
governance framework, submitting reports for OQF, enhanced services and other
reporting requirements using CQRS/ Open Exeter etc.
g.
Guide the team to reach QOF targets (supported
by the Practice Manger and Nursing team Lead).
h.
Brief clinicians on performance levels,
advising actions to ensure high achievement across all QOF areas.
i.
Maintain the significant event database,
providing advice to staff and briefing the team at meetings as required.
j.
Identify trends and devise solutions to reduce
risk and repeated occurrences of significant events.
k.
Support the practice manager in the reviewing
and updating of practice policies and procedures.
