Practice Manager GP Surgery.

The following are the core responsibilities of the Practice 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. The Practice Manager is responsible for: 1. Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities 2. Functional management of all clinical and administrative staff. Managing staff through changes, planning, monitoring, motivating and evaluating. Maintaining stability and morale. 3. Direct line management of the following staff: Reception Supervisor/Reception Team Leader. 4. Monitoring appointment availability both in advance and on a daily basis and ensuring appropriate action is taken, for example locum cover booked. 5. Managing the recruitment and retention of staff and new starter set ups. Applying a recruitment policy which includes the creation of job descriptions and personal specifications, ensuring that potential applicants both within and outside the practice are aware of opportunities and ensure that the people recruited are capable of achieving the practices requirements. 6. Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively. 7. Manage and update HR records, policies and absences. 8. Coordinating the reviewing and updating of all practice policies and procedures and ensuring CQC compliance. 9. Ensuring that the practice complies with current clinical governance recommendations. Keeping up to date with quality developments and current best management practice. Monitoring activities against quality standards, auditing performance and taking effective corrective action to improve performance against standards. Investigating and addressing poor quality. 10. Organise and Chair Staff meetings - plan, schedule and convene meetings, ensuring agendas are prepared, attendance, minutes and actions taken. 11. Organise and Chair Partners meetings - plan, schedule and convene meetings, ensuring agendas are prepared, attendance, minutes and actions taken. 12. Organise training and learning opportunities to take place in Protected Learning time for all staff. 13. Monitor and assess practice performance against local and national targets. Lead the practices strategic and operational planning processes including setting objectives and monitoring progress. 14. Planning and management of QOF workload, delegation of areas of responsibility/duties to staff and doctor teams, monitoring progress and monthly reporting to Partners and ensuring plans are carried out and corrective action taken to maximise achievement. 15. Liaising at external meetings as required. 16. Supporting the management of the Patient Participation Group. 17. Offer administrative support to the Safeguarding Clinical Leads. 18. Acting as Caldicott Guardian for the Practice. 19. Ensuring compliance with IT security and IG and an awareness of IT developments in Primary Care, to include: 20. Ensuring that all team members are able to make the most effective use of the technology they are required to work with. 21. Ensuring that data and information are received at the correct time, in the correct format, are processed accurately in an agreed format, are appropriately actioned, are stored securely and are transmitted in a way that ensures confidentiality. 22. Ensuring the practices compliance with the Data Protection Act and Freedom of Information Act, other relevant legislation and professional information management standards such as GMC guidance. 23. Implementing and monitoring systems which ensure that patient confidentiality is protected at all times by all staff, who are aware of their responsibilities. 24. Ensuring the practice has systems and processes for effective data processing and management. 25. Planning for future adoption of new applications of IT to develop and enhance service delivery. 26. Develop and maintain the practice web site/intranet. 27. Identifying problems with resources including premises and facilities and taking appropriate action. 28. Ensuring the maintenance of records of asset use and maintenance. 29. Ensuring that potential risks to the practice and its work, including those concerning health and safety of individuals, are identified, addressed and minimised in line with relevant legislation and best practice. This will include: (a) Monitoring relevant legal and statutory requirements and their implications for the practice, including the consequences of non-compliance. (b) Reviewing policies and procedures to ensure compliance. (c) Identification of risks involved in work activities, management of risks and support to others in management of risks. (d) Monitoring of work areas and practices to ensure they are safe and free from hazard and that they conform to health and safety legislation. (e) Compliance with professional and legal requirements and guidelines (f) Delivery of appropriate education and training in health and safety. 30. Ensure the practice has a Disaster Recover policy that is updated and in which everyone is trained. 31. Ensure all insurances are appropriate and up to date. 32. Ensuring that all patient complaints are handled in accordance with the practices Complaints Procedure. Ensuring the complaints procedure is updated in line with changes to the national complaints procedure. 33. Completing staff annual appraisals. 34. Maintaining GP rotas on the clinical system, monitoring requirements for and arranging bookings of GP Locums. Other Duties The Practice Manager may, from time to time, be asked to undertake other reasonable duties, with appropriate training. It is important that all members of staff are prepared to undertake additional or relinquish current duties to maintain service delivery to patients. It is expected that requests from the Partners will not be unreasonably refused. In addition to the primary responsibilities, the Practice Manager may be requested to: Deputise for the Finance Manager at internal and external meetings Job description Job responsibilities The following are the core responsibilities of the Practice 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. The Practice Manager is responsible for: 1. Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities 2. Functional management of all clinical and administrative staff. Managing staff through changes, planning, monitoring, motivating and evaluating. Maintaining stability and morale. 3. Direct line management of the following staff: Reception Supervisor/Reception Team Leader. 4. Monitoring appointment availability both in advance and on a daily basis and ensuring appropriate action is taken, for example locum cover booked. 5. Managing the recruitment and retention of staff and new starter set ups. Applying a recruitment policy which includes the creation of job descriptions and personal specifications, ensuring that potential applicants both within and outside the practice are aware of opportunities and ensure that the people recruited are capable of achieving the practices requirements. 6. Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively. 7. Manage and update HR records, policies and absences. 8. Coordinating the reviewing and updating of all practice policies and procedures and ensuring CQC compliance. 9. Ensuring that the practice complies with current clinical governance recommendations. Keeping up to date with quality developments and current best management practice. Monitoring activities against quality standards, auditing performance and taking effective corrective action to improve performance against standards. Investigating and addressing poor quality. 10. Organise and Chair Staff meetings - plan, schedule and convene meetings, ensuring agendas are prepared, attendance, minutes and actions taken. 11. Organise and Chair Partners meetings - plan, schedule and convene meetings, ensuring agendas are prepared, attendance, minutes and actions taken. 12. Organise training and learning opportunities to take place in Protected Learning time for all staff. 13. Monitor and assess practice performance against local and national targets. Lead the practices strategic and operational planning processes including setting objectives and monitoring progress. 14. Planning and management of QOF workload, delegation of areas of responsibility/duties to staff and doctor teams, monitoring progress and monthly reporting to Partners and ensuring plans are carried out and corrective action taken to maximise achievement. 15. Liaising at external meetings as required. 16. Supporting the management of the Patient Participation Group. 17. Offer administrative support to the Safeguarding Clinical Leads. 18. Acting as Caldicott Guardian for the Practice. 19. Ensuring compliance with IT security and IG and an awareness of IT developments in Primary Care, to include: 20. Ensuring that all team members are able to make the most effective use of the technology they are required to work with. 21. Ensuring that data and information are received at the correct time, in the correct format, are processed accurately in an agreed format, are appropriately actioned, are stored securely and are transmitted in a way that ensures confidentiality. 22. Ensuring the practices compliance with the Data Protection Act and Freedom of Information Act, other relevant legislation and professional information management standards such as GMC guidance. 23. Implementing and monitoring systems which ensure that patient confidentiality is protected at all times by all staff, who are aware of their responsibilities. 24. Ensuring the practice has systems and processes for effective data processing and management. 25. Planning for future adoption of new applications of IT to develop and enhance service delivery. 26. Develop and maintain the practice web site/intranet. 27. Identifying problems with resources including premises and facilities and taking appropriate action. 28. Ensuring the maintenance of records of asset use and maintenance. 29. Ensuring that potential risks to the practice and its work, including those concerning health and safety of individuals, are identified, addressed and minimised in line with relevant legislation and best practice. This will include: (a) Monitoring relevant legal and statutory requirements and their implications for the practice, including the consequences of non-compliance. (b) Reviewing policies and procedures to ensure compliance. (c) Identification of risks involved in work activities, management of risks and support to others in management of risks. (d) Monitoring of work areas and practices to ensure they are safe and free from hazard and that they conform to health and safety legislation. (e) Compliance with professional and legal requirements and guidelines (f) Delivery of appropriate education and training in health and safety. 30. Ensure the practice has a Disaster Recover policy that is updated and in which everyone is trained. 31. Ensure all insurances are appropriate and up to date. 32. Ensuring that all patient complaints are handled in accordance with the practices Complaints Procedure. Ensuring the complaints procedure is updated in line with changes to the national complaints procedure. 33. Completing staff annual appraisals. 34. Maintaining GP rotas on the clinical system, monitoring requirements for and arranging bookings of GP Locums. Other Duties The Practice Manager may, from time to time, be asked to undertake other reasonable duties, with appropriate training. It is important that all members of staff are prepared to undertake additional or relinquish current duties to maintain service delivery to patients. It is expected that requests from the Partners will not be unreasonably refused. In addition to the primary responsibilities, the Practice Manager may be requested to: Deputise for the Finance Manager at internal and external meetings