Polmont Park Medical Group

Practice Manager Job Description

JOB TITLE:PRACTICE MANAGER

RESPONSIBLE TO:THE PARTNERS

Role IN PRACTICEMANAGEMENT IN COLLABORATION WITH PARTNERS

JOB SUMMARY

To manage the work of all clinical and non-clinical staff to ensure the smooth efficient and profitable running of the Practice.

To keep the Partners abreast of forthcoming changes in the NHS and providing them with options for responding to change.

To maintain and develop a happy and committed Practice team in an effective working environment.

MAIN DUTIES AND RESPONSIBILITIES

HUMAN RESOURCES

Responsibility for the management of all reception, administration and nursing staff.
Coordinating the recruitment and selection of nursing, administration and reception staff, collaborating with the Partners and other staff as appropriate.
Monitoring the skill mix and deployment of staff and managing staffing levels within budget to meet the needs of the Practice.
Establishing, organising and overseeing induction of all new clinical and non-clinical staff including GP trainees.
Maintaining all GP and staff duty and holiday rotas, and arranging sickness cover where necessary.
Identifying staff training needs and arranging appropriate internal or external training.
Keeping up to date with employment legislation and ensuring that all practice policies and documentation complies with current statutory requirements; ensuring that all staff have job descriptions and contracts of employment.
Implementing effective staff appraisal and monitoring systems.
Implementing effective procedures to deal with matters of staff discipline, disputes or grievances in consultation with the Partners when appropriate.
Supporting and mentoring staff, both as individuals and as team members.
Ensuring that the Practice team is aware of any changes that occur within the Practice, and ensuring good communication with the team at all times.

2. FINANCE

Maintaining direct day to day control over all Practice income and expenditure through the preparation and maintenance of accurate accounting records including the payment of bills, payroll, PAYE and NHS pension scheme arrangements; responsibility for the management of petty cash.
Maximising Practice income (NHS and private) by ensuring that adequate systems are in place to capture and record all activities and make appropriate claims, and to seek further opportunities for business development.
Lead and co-ordinate Local Enhanced Services, Whole Systems Working and other Projects, taking responsibility to maximise achievement and income achieved.
Ensuring that the Practice receives an appropriate and equitable allocation of resources through negotiation with the Primary Care Organisation.
Reporting on the financial implications of changes to contracts or legislation.
Providing accurate and informative financial information to the Partners on a regular basis, detailing income, expenditure and financial forecasts.
Ensure value for money for all Practice expenditure Analyse information, address all financial inconsistencies and suggest/implement remedial action plan in response to identified underperformance following discussion with Partners.
Liaising with the Practice accountants to ensure timely and accurate production of year-end accounts.
Managing and reconciling bank accounts; negotiating and liaising with the Practice bankers.
Ensuring that all cheques or payments to other businesses over £250 are countersigned by one of the approved signatory Partners.
Managing Partners’ drawings in line with the Partnership Agreement.
Arranging medical indemnity cover, locum insurance, public liability insurance and contents insurance for the Practice at both sites.

PREMISES & EQUIPMENT

Ensuring premises are clean and well maintained both internally and externally
Devising and maintaining systems for ensuring adequate stocks of stationary, clinical and other supplies in collaboration with the Partners or Nursing staff as appropriate; reviewing stock levels on a regular basis to maximise cashflow efficiency.
Overseeing the procurement of all equipment, supplies and services, arranging equipment maintenance schedules, and overseeing the replacement of any major item or contractible item following discussion with the Partners.
Understanding the security and alarm systems and ensuring that these are adequate regularly maintained and tested.
Maintaining and inventory of Practice contents including fixtures, fittings and consumables for claims assessment purposes.
Ensuring that the Practice complies with all aspects of Health and Safety at Work (HASAW) legislation.

4. INFORMATION TECHNOLOGY

Responsibility for the computer system including organising any maintenance and developments.
Evaluating and planning Practice IT implementation and modernisation.
Keeping abreast of latest developments in local and national primary care IT including electronic patient records.
Setting targets and monitoring standards for data entry and collection.
Ensuring that the Practice has effective IT data security, back up, maintenance and disaster recovery plans in place.
Liaising with the PCO regarding systems procurement and IT funding.
Maintaining the Practice website.

5. PATIENT SERVICES

Leading a strategic approach to the development and management of patient services.
Ensuring service development and delivery is in accordance with local and national guidelines.
Ensuring that the Practice complies with NHS contractual obligations in relation to patient care.
Overseeing and managing an effective appointment system.
Monitoring and assessing Practice performance against patient access and demand management targets.

Implementing and maintaining systems to receive patient enquiries and suggestions.
Maintaining the Practice based complaints procedure, handling complaints in accordance with NHS regulations, and liaising with clinical and non-clinical staff when appropriate.
Reviewing and updating the Practice information leaflet, Practice publicity and health education material.
Arranging and attending Patient Participation Group meetings.

6. HEALTH AND SAFETY

Implementing and leading on the full range of promotion and management of their own and other’s health, safety and security.
Using personal security systems within the workplace according to Practice guidelines.
Identifying 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, and initiating and managing the training of others after discussion with the Partners.
Using appropriate infection control procedures, maintaining work areas and general/patient areas in a tidy and safe way and free from hazards.
Reporting potential risks identified.

7. EXTERNAL RELATIONSHIPS

Ensuring efficient internal and external communication including being the focal point for contact with the Primary Care Organisation, solicitor, accountant and other bodies.
Representation at meetings within or outside the locality which may have an impact on Practice development, even if held outside normal working hours.
Receiving visitors and arranging for the Partners to be available, where applicable.
Presenting a professional image and always promoting the practice.
Building and maintaining good working relationships with external agencies.

8. CONFIDENTIALITY

Maintaining confidentiality at all times in accordance with the Practice policy.

9. EQUALITY AND DIVERSITY

Acting in a way that recognises the importance of people’s rights and 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 which is welcoming to and of the individual, is non-judgemental, and respects their circumstances, feelings, priorities and rights.

10. PERSONAL AND PROFESSIONAL DEVELOPMENT

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and professional development.
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

11. QUALITY

Maintaining quality within the Practice.
Alerting other team members to issues of quality and risk.
Assessing own performance and taking accountability for own actions, either directly or under supervision.
Contributing to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve the team’s performance.
Managing own time, workload and resources effectively.

12. COMMUNICATION

Communicating effectively with other team members.
Communicating effectively with patients and carers.
Recognising people’s needs for alternative methods of communication and responding accordingly.
Co-ordinate agendas, take minutes and attend monthly Practice Meetings. Implement action, regularly review effectiveness of meeting’s purpose, format and structure.

13. CONTRIBUTION TO THE IMPLEMENTATION OF SERVICES

Applying Practice policies, standards and guidance.
Discussing with other members of the team how the policies, standards and guidelines will affect own work.
Lead, delegate and co-ordinate the organisational audit process, taking responsibility for completion of the cycle, liaise as necessary with colleagues.
Collaborate with the GP’s/Nurses in the clinical audit process, review and disseminate results, take appropriate action in response to audit findings.

These tasks are not exhaustive and the Practice Manager must be prepared to negotiate variations in the job description. Tasks that appear on this list are expected to be observed to the highest standards of personal and professional probity, and will be the responsibility of the Practice Manager who will be accountable for them to the Partners. The Practice Manager may, however, delegate any of these duties to other members of staff, provided that such delegation is appropriate and supervised.

Updated January 2018