Practice Manager

Primary Duties & Areas of Responsibility: GMS: Co-ordinate the implementation of the General Medical Services Contract to ensure all aims and objectives are achieved to agreed high standards. Be aware of national, local and practice quality standards for chronic disease management and enhanced services. Participate in Primary Healthcare team meetings; implement actions. Co-lead in establishing and maintaining standards of practice in line with the local clinical governance plan. Organisation - Clinical Staff: Ensure GP rotas maximise use of available clinical time and plan clinical availability over long term; evaluate GP availability against national service delivery targets. Ensure full involvement of locums/salaried /Career Start GPs working in the practice; co-ordinate good employment practice; identify need for locum staff organise employment and induction. Identify and use appropriate schemes to bring GPs into practice. Ensure all staff are kept informed on all policy changes Human Resources: Take responsibility for the management of administrative staff and non clinical management of nursing and clinical staff. Ensure high standard of inter-staff relations through positive team building and effective communication. Manage the recruitment process and the retention of staff. Devise job specification/description, contracts of employment, terms and conditions and all human resource issues induction programmes and staff appraisal schemes. Interpret and implement current employment legislation and ensure that all practice policies and paperwork including contracts - comply with statutory requirements; make amendments as necessary; promote good employment practice. Undertake detailed workload analysis for all staff, arbitrate on issues of workload, undertake skill mix review, and implement necessary change. Manage poor performance effectively. Manage practice discipline and grievance procedures for all staff; including salaried GPs/locums. Investigate grievances/complaints fairly and effectively, undertaking disciplinary procedures as required. Arrange adequate cover for doctors and staff sickness, holiday and training. Organisation of staff training in line with staff appraisals, Personal Development Plans and prioritised practice needs. Identify and facilitate appropriate internal and external training to ensure continuing staff development suitable to their grade, evaluate effectiveness of such training. Review effectiveness of staff meetings; chair and co-ordinate the agendas ensure implementation of action points; encourage multidisciplinary team meetings. Finance: Ensure systems are in place to maximise targets. Manage the claims process for work undertaken as part of enhanced national or local services. Maximising practice profit by ensuring all income is received. Maintain accurate record keeping of petty cash. Manage purchase of supplies Manage vaccine contracts and supervise purchaser Negotiate annual flu order Ensure value for money for all practice expenditure Information Management & Technology: Establish systems for the flow of information around the practice Establish requirements for computer searches and reports Review the consistency of all data entry e.g. READ codes etc. Oversee all systems for data security and protection; ensure compliance with current legislation NHSnet guidelines. Lead process of project management for new system or extension of existing; undertake feasibility study and make recommendations; plan and execute implementation. Lead on IT crisis prevention; assess effectiveness of the system and the safety and security of data by having a disaster recovery plan in place to ensure system and data recovery with minimal loss of service. Premises & Equipment: Responsible for the overall management of the premises Manage the use of accommodation to optimise services. Organise maintenance schedules, plan long-term replacement of major items of equipment, undertake feasibility studies; recommend purchase or lease. Plan and monitor premises maintenance and cleaning services, liaising with contractors as necessary. Arrange adequate security throughout building ensuring staff and patient Safety. Liaise with Alarm Company to maintain valid cover. Ensure adequate insurance cover for building, contents and public liability annually. Devise and maintain systems for ensuring adequate stocks of stationary, clinical and other supplies, review on a regular basis. Initiate and/or manage equipment and/or premises development projects; undertake feasibility studies; plan finances and timing and implement introduction into the practice. Co lead for the practice on overseeing project management of extensions and rebuilding to include liaising with Architects, building contractors. Liaise with the Health Authority, ICB, and District Valuers when appropriate. Health and Safety: Lead on all aspects of Health and safety. Ensure practice complies with Health and Safety legislation through responsibility for the practice policy; disseminate policy to all users of the premises. Risk Management: Lead on risk assessment. Identify potential problems/hazards and implement risk management assessment process. Monitor and review effectiveness of changes as implemented. Responsible for instigating and managing critical event activity and review, advising on the risk management process and facilitate appropriate staff training. Patient & Community Services: Monitor practice information; monitor effectiveness and quality of practice information and image, market practice services. Review and update the Practice Information leaflet / web-site, Practice publicity and health education material. Maintain registration policies and monitor patient turnover and capitation. Undertake health needs analysis, plan review and implement clinics in response to identified local needs. Keep up to date with local service provision; represent the practice at external meetings; establish effective relationships with local healthcare consumer organisations. Manage the practice based complaints procedure. Undertake preliminary investigation record and report to Partners. Comply with Complaints Procedure Legislation accordingly. Establish and maintain procedures to minimise complaints, treat as a quality issue monitor levels of patient satisfaction, rather than a reaction to complaints. Develop and maintain Care Quality Commissioning Plan General: Facilitate the development and implementation of Procedures and Protocols to improve practice organisation and quality of service including the implementation of local and national health strategies, National Service Frameworks and clinical systems. Prepare a Practice Business Plan, Annual Report and practice aims and objectives as required by the Partners. Develop and complete Personal Development Plan to ensure relevant skills are maintained and updated. Attend meetings and any educational events as appropriate and represent the practice in developing partnership relations. Establish effective working relationships with local Practice Managers. Job description Job responsibilities Primary Duties & Areas of Responsibility: GMS: Co-ordinate the implementation of the General Medical Services Contract to ensure all aims and objectives are achieved to agreed high standards. Be aware of national, local and practice quality standards for chronic disease management and enhanced services. Participate in Primary Healthcare team meetings; implement actions. Co-lead in establishing and maintaining standards of practice in line with the local clinical governance plan. Organisation - Clinical Staff: Ensure GP rotas maximise use of available clinical time and plan clinical availability over long term; evaluate GP availability against national service delivery targets. Ensure full involvement of locums/salaried /Career Start GPs working in the practice; co-ordinate good employment practice; identify need for locum staff organise employment and induction. Identify and use appropriate schemes to bring GPs into practice. Ensure all staff are kept informed on all policy changes Human Resources: Take responsibility for the management of administrative staff and non clinical management of nursing and clinical staff. Ensure high standard of inter-staff relations through positive team building and effective communication. Manage the recruitment process and the retention of staff. Devise job specification/description, contracts of employment, terms and conditions and all human resource issues induction programmes and staff appraisal schemes. Interpret and implement current employment legislation and ensure that all practice policies and paperwork including contracts - comply with statutory requirements; make amendments as necessary; promote good employment practice. Undertake detailed workload analysis for all staff, arbitrate on issues of workload, undertake skill mix review, and implement necessary change. Manage poor performance effectively. Manage practice discipline and grievance procedures for all staff; including salaried GPs/locums. Investigate grievances/complaints fairly and effectively, undertaking disciplinary procedures as required. Arrange adequate cover for doctors and staff sickness, holiday and training. Organisation of staff training in line with staff appraisals, Personal Development Plans and prioritised practice needs. Identify and facilitate appropriate internal and external training to ensure continuing staff development suitable to their grade, evaluate effectiveness of such training. Review effectiveness of staff meetings; chair and co-ordinate the agendas ensure implementation of action points; encourage multidisciplinary team meetings. Finance: Ensure systems are in place to maximise targets. Manage the claims process for work undertaken as part of enhanced national or local services. Maximising practice profit by ensuring all income is received. Maintain accurate record keeping of petty cash. Manage purchase of supplies Manage vaccine contracts and supervise purchaser Negotiate annual flu order Ensure value for money for all practice expenditure Information Management & Technology: Establish systems for the flow of information around the practice Establish requirements for computer searches and reports Review the consistency of all data entry e.g. READ codes etc. Oversee all systems for data security and protection; ensure compliance with current legislation NHSnet guidelines. Lead process of project management for new system or extension of existing; undertake feasibility study and make recommendations; plan and execute implementation. Lead on IT crisis prevention; assess effectiveness of the system and the safety and security of data by having a disaster recovery plan in place to ensure system and data recovery with minimal loss of service. Premises & Equipment: Responsible for the overall management of the premises Manage the use of accommodation to optimise services. Organise maintenance schedules, plan long-term replacement of major items of equipment, undertake feasibility studies; recommend purchase or lease. Plan and monitor premises maintenance and cleaning services, liaising with contractors as necessary. Arrange adequate security throughout building ensuring staff and patient Safety. Liaise with Alarm Company to maintain valid cover. Ensure adequate insurance cover for building, contents and public liability annually. Devise and maintain systems for ensuring adequate stocks of stationary, clinical and other supplies, review on a regular basis. Initiate and/or manage equipment and/or premises development projects; undertake feasibility studies; plan finances and timing and implement introduction into the practice. Co lead for the practice on overseeing project management of extensions and rebuilding to include liaising with Architects, building contractors. Liaise with the Health Authority, ICB, and District Valuers when appropriate. Health and Safety: Lead on all aspects of Health and safety. Ensure practice complies with Health and Safety legislation through responsibility for the practice policy; disseminate policy to all users of the premises. Risk Management: Lead on risk assessment. Identify potential problems/hazards and implement risk management assessment process. Monitor and review effectiveness of changes as implemented. Responsible for instigating and managing critical event activity and review, advising on the risk management process and facilitate appropriate staff training. Patient & Community Services: Monitor practice information; monitor effectiveness and quality of practice information and image, market practice services. Review and update the Practice Information leaflet / web-site, Practice publicity and health education material. Maintain registration policies and monitor patient turnover and capitation. Undertake health needs analysis, plan review and implement clinics in response to identified local needs. Keep up to date with local service provision; represent the practice at external meetings; establish effective relationships with local healthcare consumer organisations. Manage the practice based complaints procedure. Undertake preliminary investigation record and report to Partners. Comply with Complaints Procedure Legislation accordingly. Establish and maintain procedures to minimise complaints, treat as a quality issue monitor levels of patient satisfaction, rather than a reaction to complaints. Develop and maintain Care Quality Commissioning Plan General: Facilitate the development and implementation of Procedures and Protocols to improve practice organisation and quality of service including the implementation of local and national health strategies, National Service Frameworks and clinical systems. Prepare a Practice Business Plan, Annual Report and practice aims and objectives as required by the Partners. Develop and complete Personal Development Plan to ensure relevant skills are maintained and updated. Attend meetings and any educational events as appropriate and represent the practice in developing partnership relations. Establish effective working relationships with local Practice Managers.