Practice Manager

Key responsibilities Finance working with the Partners; responsible for the finances of the practice, Ensuring the organisational requirements of the practice contracts with NHSE are fully met and complied with Supporting the partners to develop and implement processes to achieve clinical targets of QOF and enhanced services Directly contributing to profit improvement by exploring areas for increasing income and reducing costs. Analysing data relating to clinical commissioning as appropriate and contributing to planning and organisation, both at the practice and clinical commissioning level Development and control practice budgets and financial systems Preparation of financial budgets and cash-flow forecasts Liaising with accountant, bank and business insurance companies as appropriate or as directed by the partners Overseeing the administration of the NHS Pension and Stakeholder Pension Schemes Liaising with the ICB and payment agencies regarding queries with payments relating to the contract, e.g. enhanced services. Managing the partners drawings in consultation with the accountant Strategic Planning • Keep abreast of current affairs and identify potential opportunities and threats • Assess and evaluate accommodation requirements and manage development and expansion opportunities if appropriate • Implement and update the Practice Development Plan, overseeing the implementation of the aims and objectives Assist the practice in the wider community and assist with forging links with other local practices and relevant agencies and in particular working collaboratively with the local community, the PCN and education bodies • Formulate objectives and research and develop ideas for future practice development • To represent the practice at PCN, locality and ICB meetings • To make recommendations to the partners for practice development with regard to enhancing patient services and potential sources of income Human Resources • Recruitment and selection of staff working, including contracts of employment and job descriptions • Ensure Employment Law compliance for the disciplinary and dismissal process and after discussion with the partners take any legal advice necessary • Be aware of current employment legislation • To develop and maintain good employee/employer relationships • To ensure that members of the existing staff team are aware of any changes that occur in the practice • To maintain good communication at all times with the practice team • To oversee rotas which allow good staff cover at all times as well as giving the flexibility required at short notice to cover for illness, etc. • To implement pay rises/scales and increments at the appropriate time • Responsibility for appropriate paperwork for doctors/staff DBS (Disclosure and Barring Service) checks • To meet with attached staff as and when necessary and arrange/attend regular meetings with partners and attached staff to discuss all issues around patient care • To ensure that suitable facilities are available to enable all staff to work within the practice • Be responsible for the health and safety policy and its implementation • Facilitate the development of a multi-disciplinary effective primary health care team • Ensure regulated and revalidation compliance for all clinical team members in the practice Information Technology Ensure the update and compliance of appropriate information governance systems Ensure all Practice IT and telephone systems are functioning effectively Ensure the IG and DSP toolkit requirements are met Keep abreast of new technology and ensure existing IT is used to its full potential Patient Services Ensure that the Practice complies with NHS contractual obligations in relation to patient care Maintain registration policies and monitor patient turnover and capitation Oversee and manage effective appointment systems Routinely monitor and assess practice performance against patient access and demand targets Manage the complaints management system Manage the significant events system Maintain the Patient Representative Group (PRG) Premises and Equipment Responsible for the management of the building Represent the practice to negotiate contracts and their renewals Liaise with NHSE in notional reviews Ensure property owned by the partners is safe, effective and fit for purpose Responsible for planning and premises expansion projects CQC Working with the CQC registered manager to Oversee and maintain compliance with CQC (Care Quality Commissioner) regulations Responsibility for ensuring adequate preparation for CQC inspections and evidence reviews. Risk Management As SIRO (Senior Information Risk Officer), overall responsibility for all aspects of Information Risk for the practice • Monitoring relevant legal, statutory, and contractual requirements and their implications for the practice, including the consequences of non-compliance. • Monitoring of work areas and practices to ensure they are safe and free from hazard and that they conform to health and safety legislation. Ensure that the practices IT resources are maintained to protect the integrity of patients records and compliance with the Data Protection Act. Ensure that effective safeguards are in place to prevent any type of fraud. • Compliance with professional and legal requirements and guidelines. • Delivery of appropriate education and training in health and safety. • Ensure the practice complies fully with all GDPR regulations. Training & Education Working with the Partners and GP Trainer to achieve the following; • To participate and/or assist in the training of all administrative staff • To maintain a training on-line tool for staff and update staff requirements. • To undertake the booking of training events for clinical staff as required. • To organise in-house training when required. • To maximise training grants available. • To write bids for training opportunity funding as required. • To provide a robust induction for students and training GPs in the practice, explaining the areas of confidentiality, health and safety and procedures and policies to the students and trainees • To invoice claims for student work. • To participate in any training programmes implemented by the practices as part of this employment. • To personally undertake in mandatory training. • To mentor staff in their specific roles. Communication Ensure compliance with the latest NHS recommendations Understand the practice communication system Build/maintain good working relationships with the NHSE, ICB, hospitals, community agencies, LMC (Local medical Committee) other GP practices, the PCN, pharmacists, education bodies, voluntary and private organisations Represent the practice at meetings and seminars Assist and support the partners corporately and at individual level to fulfil the requirements of revalidation Present a professional image and always promote the practice Share skills and expertise with others Ensure continuity of practice staff and clinical meetings Responsible for the practice response to online feedback such as from NHS Choices and Google reviews Coordinate the digital presence and communications via the practice website, social media, and SMS technology Confidentiality In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this Job Description, the post holder will have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They will have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. Job description Job responsibilities Key responsibilities Finance working with the Partners; responsible for the finances of the practice, Ensuring the organisational requirements of the practice contracts with NHSE are fully met and complied with Supporting the partners to develop and implement processes to achieve clinical targets of QOF and enhanced services Directly contributing to profit improvement by exploring areas for increasing income and reducing costs. Analysing data relating to clinical commissioning as appropriate and contributing to planning and organisation, both at the practice and clinical commissioning level Development and control practice budgets and financial systems Preparation of financial budgets and cash-flow forecasts Liaising with accountant, bank and business insurance companies as appropriate or as directed by the partners Overseeing the administration of the NHS Pension and Stakeholder Pension Schemes Liaising with the ICB and payment agencies regarding queries with payments relating to the contract, e.g. enhanced services. Managing the partners drawings in consultation with the accountant Strategic Planning • Keep abreast of current affairs and identify potential opportunities and threats • Assess and evaluate accommodation requirements and manage development and expansion opportunities if appropriate • Implement and update the Practice Development Plan, overseeing the implementation of the aims and objectives Assist the practice in the wider community and assist with forging links with other local practices and relevant agencies and in particular working collaboratively with the local community, the PCN and education bodies • Formulate objectives and research and develop ideas for future practice development • To represent the practice at PCN, locality and ICB meetings • To make recommendations to the partners for practice development with regard to enhancing patient services and potential sources of income Human Resources • Recruitment and selection of staff working, including contracts of employment and job descriptions • Ensure Employment Law compliance for the disciplinary and dismissal process and after discussion with the partners take any legal advice necessary • Be aware of current employment legislation • To develop and maintain good employee/employer relationships • To ensure that members of the existing staff team are aware of any changes that occur in the practice • To maintain good communication at all times with the practice team • To oversee rotas which allow good staff cover at all times as well as giving the flexibility required at short notice to cover for illness, etc. • To implement pay rises/scales and increments at the appropriate time • Responsibility for appropriate paperwork for doctors/staff DBS (Disclosure and Barring Service) checks • To meet with attached staff as and when necessary and arrange/attend regular meetings with partners and attached staff to discuss all issues around patient care • To ensure that suitable facilities are available to enable all staff to work within the practice • Be responsible for the health and safety policy and its implementation • Facilitate the development of a multi-disciplinary effective primary health care team • Ensure regulated and revalidation compliance for all clinical team members in the practice Information Technology Ensure the update and compliance of appropriate information governance systems Ensure all Practice IT and telephone systems are functioning effectively Ensure the IG and DSP toolkit requirements are met Keep abreast of new technology and ensure existing IT is used to its full potential Patient Services Ensure that the Practice complies with NHS contractual obligations in relation to patient care Maintain registration policies and monitor patient turnover and capitation Oversee and manage effective appointment systems Routinely monitor and assess practice performance against patient access and demand targets Manage the complaints management system Manage the significant events system Maintain the Patient Representative Group (PRG) Premises and Equipment Responsible for the management of the building Represent the practice to negotiate contracts and their renewals Liaise with NHSE in notional reviews Ensure property owned by the partners is safe, effective and fit for purpose Responsible for planning and premises expansion projects CQC Working with the CQC registered manager to Oversee and maintain compliance with CQC (Care Quality Commissioner) regulations Responsibility for ensuring adequate preparation for CQC inspections and evidence reviews. Risk Management As SIRO (Senior Information Risk Officer), overall responsibility for all aspects of Information Risk for the practice • Monitoring relevant legal, statutory, and contractual requirements and their implications for the practice, including the consequences of non-compliance. • Monitoring of work areas and practices to ensure they are safe and free from hazard and that they conform to health and safety legislation. Ensure that the practices IT resources are maintained to protect the integrity of patients records and compliance with the Data Protection Act. Ensure that effective safeguards are in place to prevent any type of fraud. • Compliance with professional and legal requirements and guidelines. • Delivery of appropriate education and training in health and safety. • Ensure the practice complies fully with all GDPR regulations. Training & Education Working with the Partners and GP Trainer to achieve the following; • To participate and/or assist in the training of all administrative staff • To maintain a training on-line tool for staff and update staff requirements. • To undertake the booking of training events for clinical staff as required. • To organise in-house training when required. • To maximise training grants available. • To write bids for training opportunity funding as required. • To provide a robust induction for students and training GPs in the practice, explaining the areas of confidentiality, health and safety and procedures and policies to the students and trainees • To invoice claims for student work. • To participate in any training programmes implemented by the practices as part of this employment. • To personally undertake in mandatory training. • To mentor staff in their specific roles. Communication Ensure compliance with the latest NHS recommendations Understand the practice communication system Build/maintain good working relationships with the NHSE, ICB, hospitals, community agencies, LMC (Local medical Committee) other GP practices, the PCN, pharmacists, education bodies, voluntary and private organisations Represent the practice at meetings and seminars Assist and support the partners corporately and at individual level to fulfil the requirements of revalidation Present a professional image and always promote the practice Share skills and expertise with others Ensure continuity of practice staff and clinical meetings Responsible for the practice response to online feedback such as from NHS Choices and Google reviews Coordinate the digital presence and communications via the practice website, social media, and SMS technology Confidentiality In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this Job Description, the post holder will have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They will have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.