GP Site Manager
Job summary
We are looking for a Site Manager to join MHP Carlton House Surgery, which has a patient list size of approximately 11,000.
The Site Manager plays a pivotal role in the delivery of high-quality primary healthcare, providing effective management support to the Partners and wider team to help achieve the practice's goals. The postholder will support the Site Partners and Managing Partner in delivering high-quality patient services within a safe and efficient working environment, through the effective management and support of the clinical and administrative teams.
The Site Manager will work closely with the Managing Partner to enhance the financial and patient care performance of the practice through initiatives such as QOF, Locally Commissioned Services (LCS) and Enhanced Services. They will oversee the day-to-day management of the practice, ensuring appropriate and well-planned staff rotas are in place to meet service needs and addressing operational issues as they arise to maintain the smooth running of the practice.
The Site Manager will also manage, train and develop the administrative team and work closely with members of the clinical team to facilitate clear communication, effective teamwork and the smooth delivery of services across the site.
Main duties of the job
The Site Manager will analyse performance and follow relevant protocols to support the achievement of key practice targets, working closely with the Managing Partner, Partners and relevant clinical and administrative staff.
The Site Manager's areas of responsibility will include:
Quality and Outcomes Framework (QOF)
Enhanced Services and Locally Commissioned Services (LCS)
Contractual requirements
Medicines management
Childhood immunisations
Other immunisation programmes and contractual additional services
Influenza vaccination programmes
Patient registrations, working alongside the Reception Lead
EMIS workflow management
Training and development of administrative staff
Acting as the site IT Lead
Enhanced Services, LCS and other service submissions
Payment and reimbursement submissions, including PPA and other applicable claims
Staff rota planning and management
Medical reports and non-NHS work
Recruitment, induction and training of new administrative staff and coordination of locum cover
Practice statistics, feedback collection and data analysis
Maintenance of relevant practice registers, including Learning Disabilities, Palliative Care, Housebound Patients, Child Protection, Unplanned Admissions and Carers, working alongside and delegating to other administrative staff as appropriate
Supporting the Managing Partner with the effective day-to-day operational management of the site
About us
Medicus Health Partners is the largest GP Partnership in Enfield, delivering services to over 94,000 patients across its 9 locations.
All locations work on the same systems, enabling our patients to access services, attend appointments and receive support across Medicus Health Partners. In January 2021, all GP contracts merged and Medicus Health Partners became fully integrated, operating as a single contract.
Medicus Health Partners is also part of Enfield Unity Primary Care Network, working with other practices in the area to share resources, enhance services and support our patients.
Job description
Job responsibilities
KPIs and Target Framework
To maintain a thorough understanding of Enhanced Services, Locally Commissioned Services, QOF, contractual KPIs, Medicines Management and other relevant services.
To remain up to date with service specifications and changes to contractual requirements.
To plan and implement effective processes to support the achievement of agreed targets.
To work alongside Partners, GPs, Nurses and administrative staff to achieve practice targets.
To ensure submissions relating to targets, audits and commissioned services are completed accurately and within required timescales.
Planning
To liaise with Clinical Partners, the Managing Partner and Senior Management in setting strategic and operational targets and to share responsibility for achieving these targets.
To undertake agreed tasks and areas of responsibility in support of the practice's objectives.
Team and Personnel Management
To plan and coordinate the recruitment, induction and training of new administrative staff.
To assist with the planning and recruitment of locum cover.
To assist with the preparation of doctors' rotas and arrange locum cover where necessary.
To be responsible for the organisation of reception and administrative staff rotas, ensuring adequate cover during periods of annual leave, sickness and other absences.
To identify and support the training and development needs of team members.
To monitor staff sickness and absence and oversee annual leave arrangements.
To ensure that all practice staff understand and comply with confidentiality requirements relating to patient and practice information.
Patients
To understand patients' needs and support service development and practice innovation in response to those needs.
To be responsible for the collection and collation of data and feedback relating to patient needs and satisfaction.
To liaise appropriately with patient and community representatives.
Quality
To work with other team members to set and maintain appropriate standards of quality and service provision and monitor their achievement.
To promote a culture of quality, continuous improvement and high standards across the practice.
To coordinate relevant audits within the practice.
Finance
To work alongside the Managing Partner and Central Finance Team to develop and maintain systems that support the maximisation of practice income.
Where required by the Central Finance Team, to monitor and check the accuracy of Enhanced Services, contractual requirements and other relevant claims, ensuring submissions are completed within required timescales.
To ensure PPA reimbursement forms and other applicable reimbursement claims are completed and submitted within the required timescales.
To support the purchasing of equipment, supplies and stationery where central ordering arrangements do not apply, ensuring appropriate value for money.
Information Technology and Computing
To act as the site's IT Lead, supporting the effective use of EMIS, templates, searches, protocols and other relevant clinical systems.
To ensure IT hardware and software are appropriately maintained, liaising with Systems IT and GP IT teams as required, and supporting the smooth implementation of system updates and upgrades.
To act as a Smartcard Sponsor for the practice, where required and appropriately authorised.
To support accurate clinical coding and work with relevant colleagues to develop and maintain electronic templates and processes that support effective data recording.
To utilise clinical systems to perform searches and extract and validate patient and statistical data for reports, audits and service monitoring.
Practice Reception/Administration
To maintain and further develop systems and protocols that support the smooth and efficient running of reception, appointment and administrative services.
To maintain a thorough working knowledge of reception and administrative systems.
Where operationally necessary, to provide appropriate reception or administrative support during periods of staff absence or exceptional service pressures.
Liaison
To develop and maintain effective working relationships between the practice and relevant external organisations, including the Primary Care Network, Integrated Care Board, community services, patient and community groups and other partner organisations.
To prepare for, organise and attend practice, wider healthcare team and management meetings and ensure agreed actions are followed up.
To liaise regularly with the Managing Partner, Partners and relevant members of the wider management team on operational and service matters.
Personal and Professional Development
To take responsibility for maintaining and developing professional knowledge and skills, including identifying personal learning needs and attending relevant training and development opportunities as required.
Information Governance
To ensure compliance with the practice's Information Governance policies and procedures.
To ensure that personal, patient and practice information is handled confidentially and securely.
To support appropriate staff training and consistent standards in relation to information handling, confidentiality and data security.
Equal Opportunities
The postholder will promote equality, diversity and inclusion and ensure that relevant practice policies and procedures are understood and adhered to.
Health And Safety
The postholder will understand and fulfil their responsibilities under the Health and Safety at Work etc. Act 1974 and relevant practice policies, ensuring that agreed health and safety procedures are followed to maintain a safe environment for employees, patients and visitors.
Other Duties
- To undertake such other duties as may reasonably be required.
- To be flexible in approach, recognising the needs of a developing practice.
Person Specification
Work Experience
- Significant experience of working within primary care, including a minimum of 2 years' experience in a practice management, operational management or equivalent leadership role.
Qualifications
- Relevant management qualification or equivalent demonstrable management experience.
- Good standard of education with strong literacy and numeracy skills.
- Diploma or recognised qualification in Primary Care/Practice Management (e.g. AMSPAR/City & Guilds Level 5 or equivalent).
- CIPD/HR qualification or other relevant leadership, healthcare or business management qualification.
Experience
- Strong IT skills, including Microsoft Outlook, Word, Excel and PowerPoint, with the ability to confidently use web-based and clinical systems.
- Knowledge and understanding of QOF and relevant primary care contractual requirements.
- Experience of recruiting, supervising, supporting and developing staff.
- Experience of organising and supporting meetings.
- Excellent interpersonal and customer service skills.
- Excellent written and verbal communication skills.
- Ability to produce clear, accurate and concise minutes, action points, reports and other written information.
- Ability to communicate effectively with a wide range of internal and external stakeholders.
- Excellent organisational and administrative skills, including the ability to develop and maintain effective systems and processes.
- Experience of preparing and presenting information to teams.
- Ability to work effectively as part of a team and independently using own initiative.
- Ability to work under pressure, manage competing demands and prioritise workload effectively.
- Ability to maintain confidentiality and handle sensitive information appropriately.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Medicus Health Partners
Address
Medicus Health Partners
Carlton House Surgery
28 Tenniswood Road
Enfield
Middlesex
EN13LL
United Kingdom
Employer's website
https://www.medicushealthpartners.co.uk/