PRACTICE BUSINESS MANAGER RECRUITMENT
THE HUMBLEYARD PRACTICE
CRINGLEFORD SURGERY
Cantley Lane
Cringleford
Norwich NR4 6TA
HETHERSETT SURGERY
Great Melton Road
Hethersett
Norwich NR9 3AB
MULBARTON SURGERY
The Common
Mulbarton
Norwich NR14 8JG
INFORMATION FOR CANDIDATES
August/September 2014
Background
This is an exciting opportunity for an experienced and resourceful manager to join a thriving large GP Practice,situated on three village sites in theattractive countryside south of Norwich city centre. The partners are seeking a professional manager who can take over the running of the organisation from the retiring Managing Partnerand continue to developthe Practice, whilst maintaining the traditional values of General Practice and embracing the future changes for Primary Care.
The Practice dates back to the mid-19th century. A brief history of the Practice is included at the end of this information pack. There are three surgeries: Cringleford, Mulbarton and Hethersett, which cover an extensive, mostly rural area as well as the southern suburbs of Norwich. The three surgeries are situated within easy access to the A11 trunk road and A47 Norwich bypass. Norwich city centre, with its historic sites, markets, shopping and entertainment centres, restaurants, cafes and other facilities, is just a short drive away.
Each site operates as a stand-alone surgery with its own doctors, surgery manager and team of staff who generally cover for one another, but cross cover between surgeries when necessary. Some nursing services, such as diabetic care, are provided by a specialist nurse along with four HCAs who also work peripateticaly across the whole practice. Each surgery has its own link to thePractice web-site to enable patients to book appointments, order repeat medication etc on the Practice clinical database, SystmOne.
The Practice ispart-dispensing and is eligible under the rules to dispense to 23% of its patients. Each surgery has a dispensary.
The Practice is part of the South Norfolk CCG (Clinical Commissioning Group) and works collaboratively with other practices to provide services to benefit the patients and the practices. In addition, all 106 practices in Norfolk have formed the Iceni Health Limited federation to negotiate contracts with the Area Team of NHS England and protect enhanced services. The new Practice Business Manager will become involved in both organisations, attending regular meetings and representing the Practice as necessary.
In addition to the three surgeries, the Practice leases premises at Mulbarton and manages the “Humbleyard Centre for Complementary Therapies”where individual therapists cover a wide range of complementary therapies. The rooms are also used by local NHS services to see patients outside the normal Practice environment.
The Practice Business Manager will be based at the Cringleford Surgery but will regularly visit the other sites.
Patients Services
There are around 17,755 patients registered at the Practice that form a mixture of social classes with a growing list size. The distribution of patients is 5,039at Cringleford, 6,679 at Hethersett and 6,037 at Mulbarton surgeries. There are significant housing developments planned in all three areas, including 12,000 new homes in Hethersett over the next 5-10 years. The Practice plans to continue to take on more patients but this will be dictated by the ability to relocate Hethersett and Mulbarton surgeries into larger premises which are currently under discussion with the LAT.
The Practice provides the full range of primary health services under a GMS(General Medical Services) contract. Services include minor surgery, minor injury, child health care, maternity services, anticoagulation clinics, phlebotomy, diabetic clinics,respiratory services, coronary heart disease clinics, women’s health, contraceptive services, travel clinics,and mental health services.
The Practice achieves high QOF points (Quality and Outcome Framework) and participates in most of the available enhanced services. The partners decided not to provide extended opening hours so the Practice is not open out of normal hours or at the weekends.
The Practice is research active within the The National Institute for Health Research- Primary Care Research Networkand has a dedicated research nurse who facilitates and co-ordinates the patient studies.
Patient satisfaction is generally high especially about the services from doctors and nurses. There is avirtual patient participation group which helps the Practice communicate with patients. There is also an active “Friends of Cringleford Surgery” group which raises money to provide equipment for this surgery. A patients’ survey is available to download from the Practice’s website.
All three surgeries are open every weekday from 8.30am-6.30pm.
People in the Practice
The doctors and staff at all surgeries aspire to provide traditional family medicine and the highest quality care in a democratic environment. There is a friendly atmosphere in the Practice and staff morale is good.
There are currently 12 GP partners (9 whole-time-equivalents), some being full time and some part time. There are no salaried doctors.
There is a Managing Partner who has been with the practice for21 years and will be retiring at the end of the year. The new Practice Business Manager will take over from the Managing Partner and be assisted by a PA (30 hours a week) who helps with bookkeeping, payroll, HR and other areas of administration. The Managing Partner and PA currently share an office at Cringleford Surgery.
Each surgery has a surgery manager who is responsible for the day-to-day running of the surgery including the organising of appointments for all clinical staff, staff rotas, staff appraisals, personnel issues, premises maintenance, etc. The surgery managers will be supported by the Practice Business Manager and are being encouraged to develop more synergy across the Practice.
Cringleford Surgery
GP Partners:Dr Siobhan Rowe, Dr Jocelyn Harwood, Dr Marc Epstein
Managing Partner:Cyril Lindsey
Practice staff:PA to managing partner
Surgery staff:Surgery manager, assistant surgery manager, six receptionist/ secretary, summariserdispensary staff. Dispensary staff work jointly at Mulbarton Surgery.
Hethersett Surgery
GP Partners:Dr Nicky Morris, Dr Shelley Cook, Dr Katie Voigt, Dr Meena
Murugappan, Dr Bav Dhorajiwala
Surgery staff:Surgery manager assistant surgery manager, five receptionists, summariser three dispensers, two secretaries
Mulbarton Surgery
GP Partners:Dr Simon Lomax, Dr Katie Birks, Dr Uzma Naheed, Dr Tom Markham
Surgery staff:Surgery manager (retiring at the end of the year), five receptionists, two secretaries, summariser, senior dispenser, four dispensers. Dispensary staff work jointly at Cringleford Surgery
Practice Nursing Team
Practice Nurses are based at their respective surgerieswith four HCAs working across all sites. There is nonurse manager by preference of the team and the GPs carry out the nurses’ appraisals and development planning. The team includes a nurse practitioner, specialist diabetic nurse, research nurse, six practice nurses and four healthcare assistants.
The Practice employs a total of 52 staff.
Meetings
The Partners and Practice Business Managermeet once a month in the eveningat Hethersett Surgery to discuss Practice business. The Practice Business Manager will prepare the agendas and take minutes of the meetings whilst one of the GP partners chairs the meetings.
The Practice Business Manager meets every six weeks with the surgery managers as a team.
The new manager will also attend weekly surgery meetings at each site with the surgery manager and GP partners. At times, other members of the Primary Healthcare Team will attend these meetings
The Practice Business Manager also meets weekly with the staff at the Humbleyard Centre for Complementary Therapies at Mulbarton.
The surgery managers meet every six to eight weeks with their staff including the nursing team and GPs in attendance to discuss local issues, provide training etc. The Practice Business Manager attends all of these meetings when available and to provide specific training.
There are monthly clinical educational meetings with the GPs and all nursing staff which the Practice Business Manager attends when appropriate. There are regular QOF meetings with three GP leads and the surgery managers, and there are regular meetings with the Formulary Committee. The Practice Business Manager attends both of these meetings.
There is an active South Norfolk CCG practice managers’ forum which meets monthly and provides information and networking for the local managers.
Training
Cringleford Surgeryis an accredited GP training surgery where doctors undertake training to become GPs. The GP trainer recently emigrated to New Zealand andis being replaced by one of the Cringleford partners who commences his training at the end of 2014.
GP placements and elective students are accepted from the London Medical Schools across the Practice.
Physical Environment
The premises are all owned by the partners and have passed a recent Care Quality Commission (CQC) inspection. The Cringleford Surgery premises are purpose-built and modern and have recently been extended. The partners are looking for opportunities to relocate premises at Hethersett and Mulbarton and this will be a major project for the incoming manager.
Cringleford Surgery: single storey building with private car park. Large waiting room, five consulting rooms, practice nurse room, minor operating suit, reception and dispensary, large admin office, kitchen/staff room, surgery manager’s office, Practice Business Manager and PA’s office. The Practice also owns premises adjacent to the surgery which is leased to a small independent retail pharmacy.
Hethersett Surgery: two-storey building with private car park. Ground floor – waiting room, reception, dispensary, admin area, four consulting rooms, two nurses rooms, minor surgery room, patient examination room, HCA room. First floor – two further consulting rooms, large meeting room.
Mulbarton Surgery: two-storey building. Ground floor – waiting room, reception, dispensary, five consulting rooms, two side rooms, two nurses rooms, one nurse storage room, surgery manager’s office, admin area. First floor – meeting room/staff room, small office.
Financial Management and IT
The Practice Business Manager and PA undertake the bookkeeping, making payments, payroll and pensions administration, VAT payments,managethe Practice bank accounts, and bank reconciliations, using SAGE software. The Practice Business Manager will be responsible for overseeing the financial management, as well as financial budgeting and financial planning for the whole Practice.
The Practice migrated to SystmOne in June 2012. There is aPractice local area network to provide easy access of forms, protocols and patient leaflets. The Practice website is with three separate websites for each surgery. Booking appointments and repeat prescribing requests are available on-line.
The Role of the Practice Business Manager
The partners are looking for a well-organised, confident and committed Practice Business Manager who will look for business opportunities to bring to the Practice and help the partners implement their ideas, working with an enthusiastic team. He or she will be responsible for supporting and developing the teams of staff throughout the Practice.
One of the partners will provide direct line management and mentoring for the newPractice Business Manager.
It is not essential that candidates have General Practice experience, although this would clearly be an asset. It is essential that candidates can demonstrate a willingness to learn and integrate quickly into the role. Every opportunity for training will be provided to help the person appointed develop the necessary skills and knowledge to undertake the role.
THE HUMBLEYARD PRACTICE
PRACTICE BUSINESS MANAGER
JOB DESCRIPTION
Overall Job Purpose
To manage and coordinate all aspects of the Practice’s day-to-day business,ensuring compliance with policies and procedures, motivating and managing staff, optimising efficiency and financial performance, and ensuring the Practice achieves its long-term strategies.
Accountability
Accountable to the partners, with one partner being nominated to act as mentor and provide one-to-one support as may be needed.
Location
The post is based at thesurgeries comprising The Humbleyard Practice, as well as any future premises run by the Practice.
Core Tasks and Functions
Management of Human Resources:
Ensure that the Practice is staffed and resourced within the budget by people with appropriate skills, experience and commitment to provide the professional, technical, administrative and inter-personal expertise needed.
a)Develop, maintain and updateHR and training policies
b)Ensure the effective recruitment, selection and induction of new staff.
c)Ensure clear and up-to-date contracts of employment, employment policies and procedures, and staff handbook in line with good employment practice.
d)Ensure performance is managed and there is appropriate supervision of staff.
e)Ensure optimum staffing levels at all times with holiday and sickness absences managed.
f)Develop teamwork ensuring well-run regular staff meetings and organising away-days and social functions.
g)Ensure all staff have effective staff appraisals.
h)Review patterns and methods of work and skills-mix for both individuals and teams to ensure their efficient and effective functioning.
i)Deal with grievances and disciplinary matters as may be required in conjunction with the partners.
j)Ensure personnel and attendance records are maintained.
k)Review pay and conditions of staff and advise the partners accordingly.
l)Ensure that all statutory requirements are fulfilled and adopt changes as and when they occur.
m)Ensure confidentiality is maintained at all times and encourage the professionalism of all staff.
n)Ensure training needs are identified and develop with each staff member an annual training plan as part of the appraisal system. Ensure that training is carried out either in-house or externally.
Policy and Planning:
Regularly review the organisation and developments within and outside the Practice which will impact directly or indirectly. This includes involvement in local and national agencies whichformulate and influence primary health care strategy.
a)Assume responsibility for developing a Practice business plan.
b)Participate and work with groups determining future policy, including Clinical Commissioning groups.
c)Explore opportunities for confederated working with other practices.
d)Develop business cases and tenders to provide future services.
e)Explore innovative ideas for provision of services to suit the needs of the practice population and the professionals working within the practice team.
f)Explore opportunities to optimise use of practice facilities, agree contracts and ensure appropriate legal requirements.
g)Liaise with other local practices through the practice managers’ forum and other relevant forums.
Management of financial resources:
Responsible to the partners for the effective use of Practice finances, working with the partners and Practice accountant to plan effective budgetary control, ensuring cost efficiencies and maximisation of profitability.
a)Oversee the bookkeeping, bank accounts, salaries and pensions administration and VAT payments.
b)Ensure efficient working methods and best use of resources.
c)Ensure controls of expenditure whilst ensuring necessary investment in resources.
d)Ensure all income-generating opportunities are explored and maximised.
e)Provide budgetary and cash flow forecasting to the partners.
f)Ensure policies and procedures to protect the practice against fraud and financial mismanagement.
Management of Information Technology systems:
Ensure the effective management of information within the practice and with outside agencies.
a)Develop the practice’s IT strategy.
b)Lead on Information Governance, IT crisis prevention and develop systems to protect security of data.
c)Ensure that appropriate computer searches, audits and reports are carried out.
d)Ensure the training of all personnel and users of the practice’s IT systems.
e)Ensure maintenance of hardware and replacements as required.
f)Ensure policies against the misuse of the Internet and emails.
g)Prepare business case for future changes or developments and explore all relevant avenues of funding.
h)Assist in the maintenance and development of thePractice websites and Intranet
i)Ensure confidentiality of data and conformity to the Data Protection Act and Medical Records and Reports Acts, the Freedom of Information Act and the Caldicott Report.
Management of Partnership issues:
Provide support to the partners and thePartnership to ensure excellent team-working and a sound legal framework.
a)Ensure effective partners’ meetings with clear agendas, minutes and action plans.
b)Ensure appropriate and up-to-date partnership agreement.
c)Provide management advice and information to the partners in order for them to make decisions about the running of the Practice.
d)Organise partners’ away-days and planning meetings to develop strategy and team working.
e)Assist in the recruitment of new partners.
f)Deal with partnership changes – retirements, new appointments, legal, financial and patient-related implications.
g)Discuss with the partners regarding the best use of clinical resources and seek innovative ways of managing the clinical workload.
h)Ensure decision-making relating to the partnership is documented.
i)Ensure medical indemnity for all clinicians is up-to-date.
j)Liaise with the out-of-hours provider as necessary.
Management of operational systems:
Ensure the effective and efficient working systems and operational systems within the Practice.
a)Review and ensure that all operational systems, including the telephone system, appointments system, messages, visits, results, prescribing systems, access, incoming mail, scanning, etc. function at an optimum level all times.