Practice Manager

Executive management. The post holder will have NHS management experience and/or a degree level qualification. Responsible for: All directly employed staff. Responsible to: The Partners Summary The post holder is responsible for the autonomous management of the work of clinical and non-clinical staff to ensure the quality of reception, administration, clinical services and service delivery across the practice. With delegated responsibility for management of the Practice, remaining accountable through regular reporting, so that the clinicians are available to concentrate on clinical care. The post holder will take the lead on practice strategy, by devising and implementing all practice policies and procedures, to ensure compliance with all legislation and high-quality practice management. Through delegation of day-to-day management duties, the post holder will also work at a strategic level developing partnerships outside the practice. This would be through representing the practice in local healthcare policy discussions and by being the named contact for the local Primary Care Network, participating in meetings and steering the Practice in Network developments. Core Tasks and Functions The post holder is required to: 1. Practice Development and Clinical Governance Manage agenda and attendance at primary healthcare team meetings; implement action, regularly review effectiveness of meetings purpose, format and structure; identify and for sub-groups where necessary. Actively participate in local policy sub-groups; co-ordinate production of practice development plans and reports, review contribution to local/national targets. Overall responsibility for appropriate service provision; review clinical services regularly, propose and implement changes or extension to service provision . Identify need for review of practice strategy and manage the process. Lead the organisational audit process, take responsibility for the completion of the cycle; liaise with colleagues as necessary. Lead the process of clinical audit in liaison with the clinical team. Take responsibility for the completion of the cycle; disseminate results; take appropriate action in response to audit findings Develop and implement an effective risk management policy Lead on all aspects of Health & Safety. Contribute to developing an evidence based clinical effectiveness strategy for the practice; ensure up-to-date systems are in place to evaluate all clinical work; ensure the provision of information required by national/local plans Lead on all aspects of professional development; maintain systems for recording progress with the PPDP; facilitate GP and Nurse appraisal and liaise with professional bodies to ensure consistency of systems with local and national requirements. 2. Partnership Issues Ensure GP rotas maximise use of available clinical time and plan clinical availability over long term; evaluate GP availability against national service delivery targets. Identify and use appropriate schemes to bring GPs into the practice. Evaluate efficiency and effectiveness of locums; implement remedial action if required. Co-ordinate partners meetings; provide secretarial support if necessary; co-ordinate agenda and implement action; vote as appropriate; ensure major management issues are discussed and reviewed In liaison with legal advisor, draft or review partnership agreement; monitor compliance and recommend remedial action if required. Ensure compliance with legal requirements for partnership tax, plan practice finances to meet payments. Lead in all areas relating to potential or actual changes within the partnership. Identify potential problems within the partnership, paying careful attention to potential partnership splits Lead the recruitment and selection process when appointing new partners (this will include some involvement with the interview process) 3. Patient & Community Services Manage reception and services to patients; evaluate service in line with best practice guidelines. Produce, update and monitor practice information, monitor effectiveness and quality of practice information and image; market practice services. Plan, review and implement clinics in response to local needs and national targets; ensure compliance with relevant national guidelines. Manage the practice-based complaints procedure, establish procedures to minimise complaints; monitor levels of patient satisfaction; evaluate practice performance against local complaints data. Keep up-to-date with local service provision; represent the practice at external meetings; establish effective relationships with local partners. 4. Finance Establish and maintain accurate record-keeping and reliable accounting systems for all aspects of finance. Monitor and review practice expenditure and take remedial action as necessary . Establish the process and have responsibility for the PAYE and NHS Pension systems in line with Inland Revenue requirements; ensure financial and confidentiality controls are in place. Be responsible for the settlement of accounts; make bank automated credit system payments and ensure value for money for all practice expenditure. Prepare financial information for review and consideration; carry out regular bank reconciliation and balance of monthly accounts. Ensure practice controls are in place to maximise practice income; produce actions plans / remedial plans in response to opportunities or gaps. Calculate the GP monthly drawings. Negotiate terms and conditions for banking and accountancy services; update and review the development of financial systems and services in liaison with bank and accountant. Prepare and present annual cash flow and budget projections. Take full responsibility for the management of devolved staff budget. Prepare final accounts for submission to the accountants . Initiate and manage proposals for development of services and assets. 5. Human Resources Take responsibility for the autonomous management of clinical and non-clinical staff. Review effectiveness of all staff meetings; encourage multidisciplinary and cluster/patch wide staff. Undertake detailed workload analysis for all staff; arbitrate on issues of workload; undertake skill-mix review; implement necessary change. Contribute to local workforce planning; forecast practice workforce needs; manage the recruitment process for all practice staff . Forecast practice staff training needs; facilitate or run in-house training; ensure induction of all new staff; identify and facilitate appropriate external training; actively participate in local training needs analysis projects. Keep up-to-date with employment legislation and ensure that all practice policies and paperwork, including contracts, comply with statutory requirements; make amendments as necessary; promote good employment practices. Manage practice discipline and grievance procedures for all staff, including salaried GPs, locums, etc. Manage the system and process of appraisal for all staff, ensuring GP involvement in respect of clinical staff; promote opportunities for mentoring and clinical supervision 6. Premises and Equipment Devise and maintain systems for ensuring adequate stocks of stationery, clinical and other supplies; review on a regular basis to maximise cash flow efficiency . Monitor cleaning services, liaising with supervising contractors as necessary. Ensure adequate premises security; liaise with crime and fire prevention officers . Ensure best use of shared premises and services . Identify potential problems/hazards and implement risk management; ensure practice complies with Health & Safety legislation through responsibility for the practice policy; disseminate policy to all users of the premises. Initiate and/or manage equipment and/or premises development projects; undertake feasibility studies; plan finances and timing and implement introduction into the practice. Take the lead for the practice on overseeing project management of equipment or premises upgrade or move. 7. Information and Management Technology Named Caldicot Guardian working closely with the Practice Information Governance Leads. Establish systems for the flow of data around the surgery and the integration of information into patients records; oversee changes to record-keeping systems in line with local and/or national guidelines. Establish requirement for computer searches and reports; ensure completion and appropriate reporting mechanisms; review and undertake necessary action. Review the consistency of all data entry, e.g. Snowmed codes; coordinate practice policy for clinical data entry . Oversee all systems for data security and protection, including back up; ensure compliance with current legislation. Negotiate servicing and maintenance of hardware and software . Analyse and reconcile output of QMAS data. Lead process of project management for new system or extension of existing; undertake feasibility study and make recommendations; plan and execute implementation. Lead on IT crisis prevention; assess effectiveness of the system and the safety and security of data.