The Friary Surgery

The Friary Surgery, Queens Road

Richmond, North Yorkshire, DL10 4UJ

JOB DESCRIPTION

Title Practice Manager

Responsible To The partners of The Friary Surgery

Hours 37 hours per week

Principal Purpose

Reporting directly to the partners to develop, promote and co-ordinate the overall management of the practice including staff, finance, buildings and patient services. To contribute to the strategic long term view of practice development in addition to being responsible for managing the day to day work.

Objectives:

Ø  To manage all aspects of practice staffing including recruitment, selection and retention of staff; to support, motivate and develop the practice team; organise all mandatory training and maintain accurate records; appraisals

Ø  To ensure that adequate and effective financial procedures and systems are in place and to advise partners on all aspects of practice finance

Ø  To ensure IT systems are in place

Ø  To act as a communication link between all members of the practice team to make sure resources are allocated so as to allow practice staff to carry out their roles effectively

Ø  To assist partners with clinical audit

Ø  To effect the optimum allocation of practice resources (time, money, staffing and skill mix) and to manage the human resource function of the practice

Ø  To ensure the maintenance and security of all practice premises and capital equipment

Ø  To monitor, review and maintain all aspects of the practice health and safety procedures and to ensure that all staff are trained and made aware of the health and safety legislation, regulations and procedures

Ø  To promote the interests and the nature of the practice at all times and

to ensure that an effective system of handling complaints is maintained

Ø  To liaise with all outside agencies including NHSE, CCG, Heartbeat Alliance etc.

Major Duties and Responsibilities

1.  Management of staff and HR policy

2.  Management of practice finance and practice organisation

3.  Health and Safety

4.  Management of premises

5.  Non-clinical patient welfare

6.  Complaints liaison management

7.  IM&T management

8.  Any other designated duties considered appropriate for the post

Specific Tasks

1 Management of staff and HR policy

·  To provide the full range of personnel management services: selection, supervision, training, welfare, health and safety, holiday and sickness recording, discipline and grievance procedures and delegation of work loads for all practice staff.

·  Development of contracts, job descriptions and all necessary documentation systems, including procedures to promote good staff relations, motivation and disciplinary and grievance provisions.

·  Advise on all aspects of employment legislation.

·  Liaise closely with all other members of the Primary Health Care Team.

·  To motivate and develop staff by example and team building.

·  To undertake annual appraisal of all staff and incorporate their educational needs and developments into the Practice Development Plan.

2 Management of practice finance

·  Control of salaries, PAYE, NIC, SSP, SMP, and pension scheme administration, including procedures for reimbursement.

·  To ensure that the administration and reconciliation of all practice income and expenditure is carried out.

·  Preparation and maintenance of books and accounts.

·  Control of accounts and invoices received.

·  Control and recording of petty cash.

·  Monitoring of GMS contracts and associated income.

·  Monitor the QOF and associated payments

·  Ensure appropriate claims are submitted for all Enhanced Services.

·  Liaise with the Dispensary Manager to ensure accurate requests are made to the PPD for reimbursement of purchased drugs and to maximise dispensary income.

·  Keep all relevant parties up to date with private fees income increasing charges where necessary.

·  Liaise with Accountant, Bank, CCG, NHSE and other professional groups in the effective business management of the practice.

3 Health and Safety / 4 Management of premises

·  Ensure compliance with legislation relating to health and safety.

·  Develop, institute and organise health and safety policies and procedures.

·  Provide direct training on health and safety procedures for all members of the practice team.

·  Ensure premises and staff insurance is maintained.

·  Ensure all accidents or dangerous incidents are investigated, recorded, reported where necessary and follow-up undertaken.

·  Ensure that the risk assessments and management programmes are undertaken.

·  Ensure equipment is serviced.

·  Ensure adequate cleaning, maintenance, safety, fire prevention and general security of the premises.

·  Liaise with House Committee via Dacre Son and Hartley and PMPI regarding decoration and repairs of the building.

5 Non clinical patient welfare

·  Together with the local CCG/AT, plan, develop and implement systems and procedures to ensure adequate provision of service to patients.

·  Participate in the planning, development and implementation of systems and procedures for patients’ advice and information.

·  Initiate and participate in development of effective liaison with outside contacts ie Health Authorities, Social Services and all other relevant committees related to the provision of patient services.

6 Complaints liaison management

·  Deal with enquiries and complaints from patients effectively and efficiently to promote patient satisfaction.

·  To work with the Health Authority Complaints Liaison Manager, Patient Relations team and other legal professionals. Keeping up to date with all new legislation.

·  To manage and comply with the practice NHS complaints procedure.

7 IM&T management

·  To provide the practice with regular knowledge updates and changes to Data Protection acts and comply with Caldicott roles.

·  To arrange where necessary external or in-house training to enable an effective and efficient use of the computer system.

·  To implement any new changes to the computer system and to further enhance the quality of computer records.

·  Smartcard and NHS Mail administrator.

·  Point of contact for EMIS and IT helpdesk.

·  Telephone system management.

8 Any other designated duties considered appropriate for the post

This is not intended to be an exhaustive list of duties and responsibilities of the post. The post holder will be expected to carry out other duties appropriate to the post.

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 may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also 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

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

·  Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation

·  Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

·  Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Quality:

The post-holder will strive to maintain quality within the practice, and will:

·  Alert other team members to issues of quality and risk

·  Assess own performance and take accountability for own actions, either directly or under supervision

·  Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance

·  Work effectively with individuals in other agencies to meet patients’ needs

·  Effectively manage own time, workload and resources

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

·  Communicate effectively with other team members

·  Communicate effectively with patients and carers

·  Recognize people’s needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services:

The post-holder will:

·  Apply practice policies, standards and guidance

·  Discuss with other members of the team how the policies, standards and guidelines will affect own work

·  Participate in audit where appropriate

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