Practice Manager

JOB DESCRIPTION PRACTICE MANAGER Dated December 2023 Title:Practice Manager Base: Downing Drive Surgery Accountable To: The post holder will be employed by the partners and as such will be accountable to them. Responsible To: GP Partners Hours of Duty: as in Contract Contract: Permanent Salary Scale: as in Contract 1. JOB SUMMARY To be one of a team offering a high standard of Healthcare to all of our Patients. To assist the Doctors in running an efficient, caring and business-like Practice.
2. CONFIDENTIALITY Information regarding patients, doctors or members of staff must not be discussed in such a way that a third person may hear and understand what is being said. Such a breach may result in dismissal. Any information regarding patients must never be divulged to another person.
3. KEY RESULT AREAS Doctors To help Doctors to initiate all NHS changes smoothly within the Practice. Organising Practice Meetings and assisting the Doctors to implement any policy changes arising from these. Support the organising of locum cover for the Doctors when necessary.Booking places for the doctors on Courses, Study Days, Reps meetings etc.
Maintaining a source of informal information for the Doctors. Relieving the Doctors of the administration of the practice where possible. Liaising with people in other areas of the ICB on the Doctors behalf. To work with the Primary Care Network (PCN) alongside the Doctors by attending the board meetings, making sure all income is claimed and ensure targets are worked to and met where possible.
Patients Oversee the Operations Manager and Reception teams handling of patients. Oversee the Operations Manager and Reception teams handling of patients. Ensure that Patient records are kept up to date and available at all times. Oversee Patient Participation Group with the supervision of the Operations Manager.
To deal with complaints cascaded to you by the Operations Manager. Staff Employment of new surgery staff; including advertising and job descriptions, short-listing, interviewing and appointing. Ensuring that all practice staff have up to date, written, contracts. Oversee Operations Manager in staff induction and training, continuing education and welfare and doing staff appraisals.
Oversee Operations Managers supervision of Practice Staff including organising work rotas and arranging holiday and sickness cover. Encouragement and motivation of staff. Implementation of employment legislation and disciplinary procedures if required. Teaching Practice Oversee the arrangements, rotas, leave and external training of the GP registrars and medical students, liaising with the Operations Manager.
Finance Business development planning and implementation. Deal with staff salaries, PAYE and National Insurance, NHS Pensions and statutory sick pay regulations. Plus end of year payroll. Run the petty cash account, private fees, preparing monthly balance and submitting relevant receipts.
Do monthly vaccine claims dealing with Prescription Pricing Bureau returns. To do quarterly enhanced service claims and check for payments. Ensure correct completion and submission of all claim forms on time to the CCG, NHSE and LCC. To ensure all LES/DES plans are undertaken and deadlines met where possible to provide the Practice with maximum income from the CCG, NHSE and LCC.
Assist Senior Partner in charge of financial affairs with Practice accounts and PAYE via IRIS and Xero. Administration and Records To be able to carry out the links procedure between the surgery and the registration department for when the Operations Manager is on leave. To oversee QoF to ensure that the Practice is working with QOF/population manager to fully utilise QOF points and keeping patient records up to date. To oversee Medicines Management role to ensure all PQS work done and submitted on time.
To keep up to date on the new GP Contract. To be responsible for Information Governance and ensure all Practice data is used appropriately see IM&T DES, security policy, Caldecott, data protection, GDPR etc. To oversee that Secretarial duties are covered as necessary. To complete any reasonable administration duties requested by the Doctors or ICB.
Information and Data Collection Ensure there is a reliable procedure for passing of messages i.e. Practice notes. Notify staff of all policy changes via memos and/or staff meetings. Organise supply of Practice leaflets and other Practice information via the DDS shared drive office documents folder.
To oversee the displaying of notices and health education material through working with the HCA and reception staff, keeping up to date the waiting room information. In charge of collating statistics and information to submit when necessary to the ICB and other interested parties as needed, i.e. Immunisation and smear targets, IG toolkit, eDec & NWRS. Premises and Supplies To supervise the Operations Manager in arranging maintenance and repairs as necessary to building and equipment.
Ensure safety and security procedures are adhered to. To supervise the Operations Manager in organising redecoration and renewal of furniture as required. Oversee housekeeping and cleaning to ensure hygienic and pleasant working conditions. Be aware of Health & Safety regulations and ensure that staff and patients abide by these.
To maintain the Accident book and investigate accidents. Liaison and Communication with External Agencies Foster the best possible relationships between all members of staff, doctors and patients. Circulate information. To read and action received emails as necessary.
Receive visitors. Deal with public relations with patients and visitors to the Practice. Care Quality Commission registration, regulations and implementation. To liaise with the ICB in relation to the GP contract, community based services and any other changes that need to be implemented.
WORKING RELATIONSHIPS To establish and maintain working relationships with: - Partners within the practice The Primary Health Care Team, including Health Visitors, District Nurses, Midwives etc. All associated Practice Staff ie. Therapists etc. All practice patients All visitors to the practice Colleagues at the ICB All PCN (Primary care network) practice and board members GENERAL TERMS AND CONDITIONS 1.
All employees are subject to the requirements of the Health and Safety at Work Act. The post-holder is required to ensure, as an employee, that his/her work methods do not endanger other people or themselves 2. A review of all employees individual contribution and future requirements for training and development will be carried out on an annual basis. Throughout the year interim review dates will be set for progress to be discussed and monitored 3.
All employees are subject to the requirements of the Data Protection Act, and must maintain strict confidentiality in respect of patients and staff records 4. The Practice delivers safeguarding services/practice to prevent and reduce the risk of abuse and neglect of children, young people and adults. Downing Drive Surgery aims to do this by ensuring compliance with statutory and local guidance for safeguarding. All employees have the responsibility to be aware of our safeguarding policy, local guidance and how to report concerns.
This will be covered as part of the staff induction and then regular mandatory training thereafter. 5. All employees must comply with current Equal Opportunities legislation and must not discriminate on the ground of age, race, colour, nationality, ethnic or national grounds, sex, marital status, disability or any other grounds which cannot be shown to be justifiable. 6.
This job description may be reviewed in the light of changed service needs and developments. Any changes will be fully discussed with the post-holder. The post-holder may be required to carry out other projects or duties relating to the grade of the post.