Practice Manager

Location

Swansea | United Kingdom

Job description

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

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