Practice Manager – Channel View Medical Practice
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An innovative, accomplished, proactive leader required to join a friendly expanding medical practice. A proven track record of motivating and leading staff is essential. NHS experience is not a pre-requisite, but you need sound management experience preferably at a senior level, be IT literate, financially astute, have excellent people management and organisational skills and be comfortable and enthusiastic about managing change and reorganisation in a changing environment.
Job Description – Practice Manager (PM)
1. Overall Job Purpose
The Practice Manager (PM) is responsible for the efficient and effective management of the Practice, the generation and maximising of income, all aspects of management relating to the practice premises, negotiation of practice contracts whether for PMS (personal medical services) contract, maintenance or supplies purposes, personnel, financial, and information technology issues. The PM will support and contribute to the smooth and efficient running of the business, particularly in the non-clinical aspects, will foster the practice team spirit and will provide a focal contact point for outside agencies. It is recognised that the requirements of the post are constantly changing because of the current state of flux within general medical practice. The ability to adapt to such changing requirements will be a key skill of the successful applicant. The following list serves to illustrate the scope and responsibilities of the post, in addition to the strategic aspects of the role as defined above, and is not intended to be exhaustive:
2. Management
Directly manage all the non-clinical employed staff in the practice.
3. Principal Responsibilities
The principal responsibilities of the PM fall under the following six headings. Some of these responsibilities will be delegated but the Practice Manager will retain overall responsibility of their delivery.
a. Finances. The PM will oversee all practical aspects of the practice finances to ensure transparency and financial security as directed by the partners. The PM will have responsibility to: -
- Maintain the practice accounts and payroll system and accurately record receipts and payments.
- Monitor payments received and due from the NHS and other sources to ensure that all anticipated income is received.
- Monitor the Practice cash flow, payment of invoices due and reconciling bank statements.
- Anticipate major fluctuations in income and expenditure and manage these appropriately.
- Negotiate fees and charges with the Partnership Bankers and Accountants and as necessary advise on potential alternative providers.
- Provide detailed reports to the Practice Accountant for the preparation of the annual accounts and liaise with the accountants during the course of preparation.
- Negotiate the provision of equipment and supplies at the most economical prices.
- Negotiate new or ongoing service contracts and ensure that appointed contractors meet service obligations.
- Monitor changes in Department of Health and NHS provisions of service and identify possibilities to maximise Practice income.
- Liaise with the accountants and HM Customs and Revenue for preparation and submission of annual Tax Returns.
- Oversee the management of Petty Cash.
b. Personnel
- Manage the practice primary healthcare team across all practice sites, ensuring maximum efficiency and effectiveness.
- Manage the recruitment, selection and induction of new staff.
- Ensure that the practice complies with employment legislation
- Monitor staff performance, identify training needs and support staff to systematically develop their skills in order to achieve their maximum potential.
- Undertake annual staff appraisals for non-clinical staff.
- Manage and support the staff on a day-to-day basis, develop the roles of staff with specific responsibilities within the practice and delegate day-to-day tasks to appropriately trained staff.
- Take responsibility for grievance and disciplinary policies and procedures.
- Manage staff absence/sickness and ensure that staff numbers, including “bank” staff, are adequate.
- Act as the link between employed staff and the partners and ensure efficiency of communication.
- Undertake duties associated with nominated practice NHS pensions officer including liaison with the NHS Pension Agency.
- Complete an annual salary review of all employed staff and make recommendations to Partners.
- Maintain all staff and associated records.
c. Premises
- Ensure that all the site premises are kept in a good state of repair and decoration.
- Advise the partners on premises maintenance and action improvements as agreed by the partners.
- Negotiate with the NHS on all necessary matters.
- Negotiate initial service contracts and renewals with potential contractors ensuring that the Practice obtains the most effective service at the optimum price.
- Oversee duties of or act as the Health & Safety Officer, nominated Fire Officer and Incident Control Officer.
- Ensure that staff and other building occupants are aware of security and fire procedures and that these are correctly followed.
d. Information Technology/Information Services
- Review the ongoing practice information technology requirements. Identify hardware and software developments that would be of benefit, making recommendations to the Partners and undertaking negotiations with the NHS and IT suppliers.
- Lead strategic planning and development of the use of information systems in managing all aspects of the practice business.
- Liaise with the practice’s clinical systems provider, SystmOne, and the officer within the NHS responsible for the provision of the clinical and supporting systems. Ensure that the practice receives the optimum service and performance from the systems and benefits from upgrades to the central system and hardware (existing and additional) available.
- Develop an understanding of the network architecture within the practice and the communications systems with the NHS such that specific issues and problems can be discussed with some degree of expertise.
- Liaise with the practice Caldicott Guardian, Dr Chowdhury, to ensure that all are aware of the procedures and restrictions regarding information governance/patient confidentiality and investigate any reported breaches. Manage information technology data security within the practice.
- Become the practice nominated Information Officer ensuring procedures meet the requirements of the Data Protection Act and maintaining the Practice’s registration.
e. Quality Standards, Enhanced Services and QOF
- Identify and implement appropriate improvements to quality standards and practice procedures.
- As practice complaints officer receive, investigate and respond to complaints received from patients, NHS or other bodies. Liaise with the lead partners for complaints, Dr Raby and Dr Karakusevic.
- Manage the implementation of the Service Agreements for the Enhanced Services (ES) and other services commissioned from the practice by the CCG.
- Ensure that the PMS contract and QOF (quality and outcomes framework) reports are regularly reviewed and progress reported to partners.
- Oversee other aspects of the QOF not requiring direct clinical input, liaising with the lead partner for QOF, Dr Hall.
f. General
- Attend Partners’ Meetings or other business/organisational sessions as may be decided by the Partners. Ensure that the minutes for such meetings are accurate and detail the persons responsible for any follow up actions from meetings as appropriate and monitor them to ensure that such actions are carried out.
- Ensure effective channels of communications are maintained with and between all team members at all sites including GPs, practice nurses, admin staff, attached staff and others who occupy or visit the Practice.
- Act as the link between the practice and external organisations (both NHS and non-NHS).
- Ensure that the practice has a current partnership agreement, taking legal advice as necessary, and that this is updated as necessary.
- Any other duties appropriate for the post holder as may be determined from time to time by the partners.
