JOB DESCRIPTION

JOB TITLE:Assistant Practice Manager

REPORTS TO:Practice Manager

RESPONSIBLE TO:GP Partnership

ACCOUNTABLE TO:GP Partnership

BASIC FUNCTION

To provide comprehensive clerical and administrative support both to the Practice and the Practice Manager and all associated administration within the objectives set out by the GP’s.

To oversee the effective running of the Practice in the absence of the Practice Manager.

The post holder will be highly experienced in all duties and responsibilities of a medical receptionist and serve as a primary support person to the front desk staff. The position has day to day responsibilities in the areas of work direction, coaching, technical leadership/instruction and performance feedback. You will be responsible for the effective running of the Practice reception and to liaise with the Practice Manager to ensure day to day duties are completed efficiently.

PERSONNEL

  1. Organizing the efficient deployment and utilisation of staff working within the Practice to ensure its effective functioning and to ensure maximum efficiency.
  1. To promote and build an effective reception team environment.
  1. Direct supervisory responsibility of all reception desk activities.
  1. Ensure all reception duties are carried out and report any staff work related performance issues to the Practice Manager.
  1. To handle reception queries and situations as they arise.
  1. To participate in the recruitment and selection of staff and all the administrative work associated with this as and when required ensuring that employment legislation is adhered to at all times.
  1. To manage all staff including all students on work placement and oversee their welfare ensuring that Practice activities and business are efficiently performed.
  1. Implement and co-ordinate staff rotas taking into consideration sickness cover, holidays etc and organising relief cover as appropriate.
  1. To mange staff grievances/disciplinary matters in accordance with current legislation.
  1. Provide a first point of contact with patients aggrieved or wishing to complain ensuring enquires/complaints are dealt with/investigated in the appropriate manner following the Practice Complaints Procedure.
  1. Handle difficult patient professionally and have the ability to liaise with HSCT/Consultants/Chemists/GP Practice’s etc.
  1. Dealing with all non-medical problems for GP’s as and when required.
  1. To co-ordinate staff meetings, identify issues for discussion, monitor action taken and evaluate effectiveness of consequent action.
  1. To conduct staff Job Appraisals and organise appropriate training to meet the individual and Practice needs (after training has been given).
  1. To liaise, update and implement all employment legislation for employees following instruction from Peninsula Business Services.
  1. Ensure reception staff comply with confidentiality guidelines and protocols at all times.
  1. Ensure all Practice Protocols and Procedures are adhered to and followed stringently by reception staff.
  1. To prepare and submit claims/reports to HSCT/BSO to ensure that all income is received within the correct timescale.
  1. To have a good working knowledge of the requirements of GP Contract/ DES specifications and Clinical and Social Care Governance ensuring that the Practice achieves maximum income where possible at all times.
  1. To assist when necessary in the preparation of staff salaries.
  1. To issue cheques for GP signatures (2) when necessary and ensure locums/suppliers are reimbursed promptly and that receipts are retained for accountancy purposes in the correct file.
  1. Accounting for and maintaining the petty cash system.
  1. To liaise/visit Practice Accountant/Bank to deliver/collect correspondence as and when requested.
  1. To access the Practice Manager’s email account frequently on a daily basis. To circulate both emails and all other correspondence in a timely manner.
  1. To type agendas/minutes of meetings or any other correspondence appropriate to this position.
  1. To assist on the setting up and the facilitation as necessary of various meetings including Practice Meetings (in Practice Manager absence) and to ensure appropriate action is taken as agreed following these meetings.
  1. To manage appointments/lunches/meetings in the absence of the Practice Manager including co-ordinating Medical Representative appointments.
  1. To facilitate effective communication and liaison with the Primary Care Team/HSCT/BSO and other external agencies as required.
  1. To organize holiday/study leave/sickness cover for GP/Practice Nurses and rotas engaging locum cover as necessary remembering always to check locum registration details prior to booking a locum (for either GP/Practice Nurse).
  1. Booking courses/study days for GP’s/Practice Nurses.
  1. Collating information and statistics required for GP Appraisal/Revalidation etc.
  1. To assist if necessary with processing of GP Drawings.
  1. Allocating accommodation, ensuring running of Surgeries/Clinics, preparation of rooms, equipment and staff cover as and when required.
  1. On an annual basis obtain a copy of all GP’s/Locums/Practice Nurses GMC/NMC Certificates for retention within the Practice.
  1. To liaise, update and implement all Health and Safety Legislation following instruction from Penninsula Business Services.
  1. To be responsible for the Health and Safety Policy, its implementation ensuring compliance with statutory requirements.
  1. To report accidents and untoward incidents in accordance with current legislation and Practice procedures.
  1. To carry out risk assessments as and when required (DSE/Manual Handling/Fire/COSHH....).
  1. The management of I.T. within the Practice including updating and maintenance of the Practice computer system.
  1. To ensure on an annual basis (or earlier as appropriate) that all scanned documents are updated on desktops.
  1. Responsible for the general maintenance of the Practice to include maintenance of building (interior and exterior), furniture, equipment etc as deemed necessary.
  1. Arrange appointments and requests for home visits, including emergencies in keeping with the Practice Protocol.
  1. To make appointments for patients with the GP’s, Practice Nurses, Phlebotomists or for any ‘adhoc’ clinics.
  1. To notify and action all relevant bodies in relation to deceased patients.
  1. To respond to all incoming telephone calls promptly and in a courteous manner giving your first name as a point of contact. Take/re-direct messages both accurately and timely.
  1. To action the relevant GP’s dairy on a daily basis/internal e-mail requests.
  1. Respond to all queries and requests for assistance from patients and visitors at reception in a polite and courteous manner.
  1. To explain Practice Procedures and BSO requirements (formally CSA) to new patients and temporary residents, providing new patients, with all the necessary documentation and appointments to enable them to register with the Practice if appropriate.
  1. To print out surgery lists and pull/put away files as and when required.
  1. To file, photocopy, fax and email all medical correspondence as required by the Practice, both relating to patients and the Practice in general.
  1. To scan/code documents in relation to patients onto their computer record as and when required (eg mammograms/smear results).
  1. To carry out any typing as and when required in conjunction with the typing rota.
  1. To action registration links from BSO on a weekly basis/change of address/return patient charts to BSO in accordance with the same.
  1. To deal with all correspondence from solicitors, insurance companies etc.
  1. To prepare acute/repeat prescriptions for GP signature, ensuring at all times you have taken the correct name, address and checked the date of birth of patient if in any doubt.
  1. To update Practice Website/ The Life Channel as and when required.
  1. To notify patients of results.
  1. To action uncollected prescriptions on a monthly basis.
  1. To process timely referral of patients to secondary care.
  1. To advise patients of relevant charges for private services, accept payment and issue

receipts if necessary.

  1. File all correspondence in relation to patients in the appropriate files.
  1. To book/email interpreters as and when required.
  1. To update midwives appointment schedule on computer as and when required.
  1. Assist the Practice Manager in the preparations and co-ordination of disease prevention campaigns eg Swine Flu/HPV etc.
  1. Arrange ambulance services for patients and record appropriately.
  1. To synchronise laptops as and when required.
  1. To action NIECR patient details in accordance with OOH contact sheets on a daily basis.
  1. To frank mail and prepare for posting on a daily basis.
  1. To arrange appointments and send out recall letters for your allocated Chronic Disease Quality Marker Clinics in association with requirements of the New GP Contract/DES specifications/Adhoc Clinics and to assist in achieving maximum targets in respect of the same.
  1. To read code correspondence onto computer ensuring that read coding is kept up to date at all times.
  1. To read code summarised notes of new patients that join the Practice.
  1. To order stock as and when required (eg: leaflets, stationary, cleaning materials……).
  1. To be flexible in the workplace in terms of hours worked as and when the need arises.
  1. Any other duties as deemed appropriate to this Grade.

This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid or inflexible but should be regarded as providing guidelines within which the individual works. Other duties, of a similar nature and appropriate to the grade, may be assigned from time to time.

You should take note that under the Health & Safety at Work Legislation, you are required to take all reasonable steps while at work to ensure your own health and safety and the health and safety of those who may be affected by your acts or omissions at work. You are also required to co-operate fully with regard to implementation of health and safety arrangements and you should not interfere with or misuse anything provided in the interests of Health, Safety and Welfare at Work. All employees of ______have been issued with an employee Handbook in respect of Health and Safety which should be referred to at all times.

The Practice operates a “Smoke Free” policy and all employees must comply with this.

The Practice is an equal opportunities employer and the post-holder will be expected to adhere to all equal opportunities principles.

An employee shall not as an employee of the Practice or following the termination of his/her employment with the Practice, disclose other than to an authorised person or in the course of duty, without lawful authority, any matter or information which he/she has obtained or to which he/she has had access owing to his/her official position.

In addition, you shall be required to comply with the requirements of the Data Protection Act, in so far as the Practice is concerned. It should be noted in this connection that any unauthorised disclosure of information covered by the Act is a criminal offence.

You are required to work within the remit of the Practice Security Policy.

As a consequence of the above unauthorised/inappropriate use of computers including the internet, email, passwords, computer packages etc will be regarded as gross misconduct and will be treated as such under the Practice Disciplinary Procedure.

All employees of ______have been issued with an Employee Personal Handbook which should be referred to at all times and read in conjunction with Practice Policies/Protocols that are on your desktop under scanned documents.