Practice Manager
Job summary
The Practice Manager is a key member of the team and expected to demonstrate senior management and leadership qualities. The successful candidate will have the ability to identify and implement the practices objectives using a combination of personal involvement, motivation of other staff and delegation when appropriate.
The post is tasked with assessing organisational performance, developing achievable goals and implementing processes that improve organisational effectiveness and efficiency, ensuring statutory and other legal requirements are met.
Main duties of the job
Candidates are expected to bring strong interpersonal skills and be experienced and confident in the areas of GP Practice Management, HR, employment law, people management, financial control, strategic management and information technology.
The Partners require the successful candidate to be proactive and plan for the future, maximising the practices potential in relation to business, finance, premises, HR and collaborative relationships, whilst maintaining effective patient care and ensuring a high level of operational efficiency, team spirit and staff moral.
About us
This patient centric, 5 partner GMS (General Medical Services) practice has a steady list size of c.17,500 and works collaboratively with 3 other GP practices to offer patient services to form the MMWF PCN (Primary Care Network), which has a combined list of c.53,000 patients.
There is a strong team ethos within this patient centric practice which is described as supportive, cohesive, passionate and peaceful. The Partners feel blessed to work for their patients and it is very important that this ethos is maintained and developed. The Practice is a very comfortable and enjoyable place to work, with a warm atmosphere and good team of friendly staff. The Practice is an equal opportunities employer and believes in investment for development and training for its staff.
Job description
Job responsibilities
Key responsibilities
Finance - Working with the Partners; responsible for the finances of the practice
Ensuring the organisational requirements of the practice contracts with NHSE are fully met and complied with
Supporting the partners to develop and implement processes to achieve clinical targets of QOF and enhanced services
Directly contributing to profit improvement by exploring areas for increasing income and reducing costs.
Analysing data relating to clinical commissioning as appropriate and contributing to planning and organisation, both at the practice and clinical commissioning level
Development and control practice budgets and financial systems
Preparation of financial budgets and cash-flow forecasts
Liaising with accountant, bank and business insurance companies as appropriate or as directed by the partners
Overseeing the administration of the NHS Pension and Stakeholder Pension Schemes
Liaising with the ICB and payment agencies regarding queries with payments relating to the contract, e.g. enhanced services.
Managing the partners drawings in consultation with the accountant
Strategic Planning - Working with the Partners
- Keep abreast of current affairs and identify potential opportunities and threats
- Assess and evaluate accommodation requirements and manage development and expansion opportunities if appropriate
- Implement and update the Practice Development Plan, overseeing the implementation of the aims and objectives
Assist the practice in the wider community and assist with forging links with other local practices and relevant agencies and in particular working collaboratively with the local community and MMWF PCN
- Formulate objectives and research and develop ideas for future practice development
- To represent the practice at PCN, locality and ICB meetings
- To make recommendations to the partners for practice development with regard to enhancing patient services and potential sources of income
Human Resources
O verall responsibility for all aspects of HR, including;
- Recruitment and selection of staff working, including contracts of employment and job descriptions
- Ensure Employment Law compliance for the disciplinary and dismissal process and after discussion with the partners take any legal advice necessary
- Be aware of current employment legislation
- To develop and maintain good employee/employer relationships
- To ensure that members of the existing staff team are aware of any changes that occur in the practice
- To maintain good communication at all times with the practice team
- To oversee rotas which allow good staff cover at all times as well as giving the flexibility required at short notice to cover for illness, etc.
- To implement pay rises/scales and increments at the appropriate time
- Responsibility for appropriate paperwork for doctors/staff DBS (Disclosure and Barring Service) checks
- To meet with attached staff as and when necessary and arrange/attend regular meetings with partners and attached staff to discuss all issues around patient care
- To ensure that suitable facilities are available to enable all staff to work within the practice
- Be responsible for the health and safety policy and its implementation
- Facilitate the development of a multi-disciplinary effective primary health care team
- Ensure all staff are up to date with NHS mandatory online training modules
- Ensure regulated and revalidation compliance for all clinical team members in the practice
Information Technology - Overall responsibility to;
Ensure the update and compliance of appropriate information governance systems
Ensure all Practice IT and telephone systems are functioning effectively
Ensure the IG and DSP toolkit requirements are met
Keep abreast of new technology and ensure existing IT is used to its full potential
Patient Services - Overall responsibility to;
Ensure that the Practice complies with NHS contractual obligations in relation to patient care
Maintain registration policies and monitor patient turnover and capitation
Oversee and manage effective appointment systems
Routinely monitor and assess practice performance against patient access and demand targets
Manage the complaints management system
Manage the significant events system
Maintain the Patient Participation Group (PPG)
Premises and Equipment - Overall responsibility
Represent the practice to negotiate contracts and their renewals
Liaise with NHSE in notional reviews
Ensure property which is owned by the partners is safe, effective and fit for purpose
CQC - Working with the CQC registered manager to;
Oversee and maintain compliance with CQC (Care Quality Commissioner) regulations
Responsibility for ensuring adequate preparation for CQC inspections and evidence reviews.
Risk Management - As SIRO (Senior Information Risk Officer), overall responsibility for all aspects of Information Risk for the practice
- Monitoring relevant legal, statutory, and contractual requirements and their implications for the practice, including the consequences of non-compliance.
- Monitoring of work areas and practices to ensure they are safe and free from hazard and that they conform to health and safety legislation.
Ensure that the practices IT resources are maintained to protect the integrity of patients records and compliance with the Data Protection Act.
Ensure that effective safeguards are in place to prevent any type of fraud.
- Compliance with professional and legal requirements and guidelines.
- Delivery of appropriate education and training in health and safety.
- Ensure the practice complies fully with all GDPR regulations.
Communication
Ensure compliance with the latest NHS recommendations
Understand the practice communication system
Build/maintain good working relationships with the NHSE, ICB, hospitals, community agencies, LMC (Local medical Committee) other GP practices, the PCN, pharmacists, voluntary and private organisations
Represent the practice at meetings and seminars
Assist and support the partners corporately and at individual level to fulfil the requirements of revalidation
Present a professional image and always promote the practice
Share skills and expertise with others
Ensure continuity of practice staff and clinical meetings
Responsible for the practice response to online feedback such as from NHS Choices and Google reviews
Coordinate the digital presence and communications via the practice website, social media, and SMS technology
Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
In the performance of the duties outlined in this Job Description, the post holder will have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They will have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Person Specification
Qualifications
- Evidence of a sound education to degree level or equivalent
- Evidence of a commitment to continuing professional development
- Relevant Business, Finance or Leadership/Management qualification
- Member of a relevant professional body
Experience
- 5 years experience of successfully leading and managing teams
- HR, Employment Law, and safe recruitment
- Working in an IT led environment
- Financial management experience of small company accounts
- 5 years experience as a business/senior manager, with knowledge of contract management and small business accounts
- Change management and a driver of change
- Risk assessment and risk management experience
- Management experience in the NHS or in Primary care
- Experience of strategic business planning
- Experience of working with regulatory bodies and preparing for inspections
Skills
- A solutions focused approach to problem solving
- Intelligent with a fast-learning ability
- Effective communication (oral and written) and excellent inter-personal skills
- Approachable with the ability to listen, nurture and empathise
- Delegation and empowerment of staff
- Appropriate IT skills and computer literacy
- Leadership skills, including excellent people management skills
- Strategic management skills to run a well-organised business
- Negotiating and managing conflict
- Able to manage change and cope with pressure
- Networking and facilitation
- Motivational with a growth mindset
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
The Mounts Medical Centre
Address
Campbell Street
Northampton
NN1 3DS
United Kingdom
Employer's website
https://www.themountsmedicalcentre.nhs.uk/