Version 2.0

Date published: May 2017

JOB DESCRIPTION

Job Title:Assistant Practice Manager

Accountable to:Practice Partners

Responsible to:Practice Manager/Practice Partners

Salary:From £23 k (dependent on experience)

Hours:Full time

Probationary Period:3 months

Job Summary:The Assistant Practice Manager will support the Practice Manager in the day to day management of the Practice and deputise in her absence. S/he will act as practice administrator for the clinical system and IT in the practice. S/he will have major areas of work delegated to him/her, undertake administration and project work as required and will develop streamlined protocols, systems and procedures. S/he will be responsible for auditing work, analysing problems and presenting solutions.

Main Tasks and Responsibilities:

Information Management and Technology

  • Manage the clinical system and associated software.
  • Train all users in the use of the clinical system and associated software.
  • Manage the QOF process and ensure compliance. Support clinical and practice staff in achieving outcomes related to chronic disease management.
  • Oversee the clinical system to ensure accurate data entry and retrieval through searches and maximise potential income.
  • Oversee the Data and Recall Administrator regarding call forward of patients with chronic disease for QOF (Birthday clinics), enhanced services and GMS contract requirements including immunisations and smear recalls.
  • Report regularly to practice lead and practice manager regarding achievement and progress.
  • Manage the IT asset register and oversee servicing, calibration and PAT testing of equipment as required.
  • Ensure the practice has effective IT data security and back up.
  • Keep abreast of the latest developments in Primary Care IT, including DoH initiatives.
  • Liaise with the relevant service provider, e.g. EMIS, PCTI, Labeltrace, ScriptSwitch, regarding the resolution of IT problems.
  • Maintain the Practice leaflet and the Practice information on external websites, ensuring that the information is current.
  • Maintain information on the internal information screens in the waiting room.

Human Resources

  • Responsible for the GP and nursing team duty rotas including ensuring adequate cover, adding clinics to the clinical system, arranging locums where required and managing annual leave. The responsible GP partner will oversee and advise.
  • Contribute to the recruitment and retention of all staff and in the selection process of administrative or reception staff.
  • Ensure that all staff are legally and gainfully employed and maintain up to date personnel records for all staff including DBS checks, appropriate registration and training records.
  • Record staff absences for sickness and annual leave.
  • Organise and oversee staff induction and training.
  • Implement, monitor, arrange and record mandatory staff training.
  • Contribute to effective staff appraisal, Personal Development Plans and monitoring systems.
  • Support and mentor staff, both as individuals and as team members.
  • Supervise housekeeping, secretarial staff and the data and recall administrators.
  • Maintain staff database.
  • Keep abreast of changes in employment legislation.

Practice Clinical and Organisational Audit

  • Assist the process of clinical audit and analysis with the Clinical Governance Lead and partners.
  • Coordinate the process of organisational audit under direction of partners and practice manager.
  • Generate data as required.
  • Contribute to identifying gaps and/or needs in current activities.
  • Participate in Primary Health Care Team meetings; take Minutes and distribute as appropriate: implement action.
  • Lead on infection control compliance and procedures in conjunction with the PN lead.
  • Ensure compliance with Care Quality Commission standards.
  • Ensure compliance with local and national requirements for incident reporting, attend all significant event meetings within the practice and action any points as requested.

Organisational

  • Convene meetings, prepare agendas and ensure distribution of Minutes for meetings at the practice as necessary.
  • Contribute to the development of practice policies, protocols and procedures, review and update as required.

Finance

Responsibility for the day to day management of practice accounts (excluding VAT), petty cash, and prescription monies is devolved to the Office Finance Administrator. Management of payroll and PAYE has been devolved to the practice accountant.

  • Prepare monthly hours of work and overtime figures for all staff for the Practice Manager.
  • Participate in management of enhanced service administration and ensure that claims are accurately completed and submitted to the relevant authority in accordance with the due date.

Premises and Equipment

  • Manage the equipment asset register and oversee equipment maintenance and testing schedules, recommend purchase of new pieces of equipment, monitor premises maintenance and cleaning services, maintain good order of premises and arrange necessary redecoration, repairs or replacement in conjunction with the Practice Manager.

Communication

  • Promote the importance of effective communication with other members of staff and patients.
  • Participate in the Hereford Primary Care Managers’ Group, Taurus and Clinical Commissioning Group meetings when required.
  • Recognise people’s needs for alternative methods of communication and respond accordingly.

Patient and Community Services

  • Assist in managing reception staff services to patients.
  • Liaise with the Patient Services Team at Midlands and Lancashire Commissioning Support Unit (or equivalent) or PALS when necessary.
  • Liaise with the extended primary health care team over clinics and health promotion activities, review and make recommendations for updating service provision.
  • Assist in consolidating links with community organisations and other local resources, lead on any internal or external survey or review of patient satisfaction as required.

Health and Safety

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Practice Health and Safety policies, to include:

  • Using personal security systems within the workplace according to practice guidelines.
  • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
  • Making effective use of training to update knowledge and skills.
  • Reporting potential risks hazards.

Confidentiality

  • Information obtained during the performance of the other duties of this employment relating to patients, carers, Practice staff, other healthcare workers or the Practice business should be regarded as strictly confidential.
  • Such information 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

  • Support the equality, diversity and rights of patients, carers and colleagues in a manner that is consistent with Practice procedures and policies and current legislation.

Personal Development

  • Participate in any training programme implemented by the Practice as part of this employment.
  • Participate in an annual individual performance review, take responsibility for own development, learning and performance.

Quality

  • Maintain quality standards within the Practice in respect of own performance and that of team members.

Miscellaneous

  • Deputise in the Practice Manager’s absence where appropriate. The post-holder will have a good knowledge of the practice policies and procedures, be aware of wider finance, HR, Health and Safety and employment guidance and legislation, understand the roles of partners and staff within the practice. S/he will attend to urgent issues or involve other relevant practice personnelwhere appropriate.
  • Assist other staff members as required in the event of staff absence.
  • The practice is working collaboratively with other practices in the locality and county and the post-holder may be required to work at other locations.

This job description is not exhaustive and may be adjusted periodically after review and consultation. The post holder will also be expected to carry out any reasonable duties which may be requested from time to time.

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