Provide leadership and management skills to enable the organisation to meet its agreed aims and objectives within the profitable, efficient, safe, and effective working environment whilst maintaining the highest standards of confidentiality and probity.
The Practice Manager will provide leadership and full and comprehensive support to the Practice within the Primary Care Division, key contracts, and all personnel in the practice locality, acting as the first port of call for all queries and any issues which need resolving.
The Practice Manager is responsible for overall performance of the practice team, analysing performance and providing feedback, guidance, and encouragement in order to impact results.
The Practice Manager will have line management responsibility for staff within the practice, working closely with colleagues within IntraHealth.
The Practice Manager will liaise with other Practice Managers to ensure systems and approaches are consistent as appropriate and will take lead responsibility for certain projects.
Job responsibilities
* Practice Development
o Monitor national, regional and local developments both NHS and general which might impact on the practice and IntraHealth.
o Produce proposals and business cases including developmental projects to ensure the practice's optimal functioning.
o Manage all such projects and ensure that practices are kept informed of any required changes or problems.
o The post holder will regularly analyse, interpret and present complex data and information in relation to organisation business activities and plans.
o Support and manage the completion and timely submission of tenders for new areas of development if appropriate.
o Work with key members of staff and teams within practices, CCG, and other organisations to identify opportunities to develop local commissioning plans that will make more effective use of resources and deliver a wider range of services; represent the practice at external meetings where appropriate.
o The Practice Manager will be responsible for infection control and ensuring that the cold chain policy is adhered to.
* Targets and NHS Initiatives
o Manage Quality and Outcomes Framework (QOF) and Key Performance Indicators (KPI) to meet agreed targets.
o Work jointly with appropriate leads on clinical targets.
o Work with clinicians to improve the design of patient pathways to access treatment.
o Manage Care Quality Commission (CQC) ongoing registration.
o Monitor/manage any other quality and/or financial initiatives such as Enhanced Services to optimise income.
o Take a leading role in keeping the key line of enquiry (KLOE) to standards set by the Care Quality Commission (CQC).
o Monitor any prescribing and other incentive schemes, in conjunction with the relevant clinical leads.
* Finance
o Ensure that the Practice financial instructions are regularly reviewed and implemented.
o Work to optimise practice income, both NHS and private.
o Maintain thorough familiarity with the terms of the contracts in which the Practice is engaged and ensure that the implications of all amendments are understood and implemented by practice members. Maintain master copies of such contracts for the organisation.
o Ensure submission of any claims/audits to meet various deadlines and keep such records to enable payment authorisation.
o Ensure accurate and timely submission of claims to Prescription Pricing Authority, CQORS (calculating quality reporting service), Public Health, etc.
o With support from the Finance Team, ensure that all income is allocated, reconciled, received, and processed in accordance with the financial instructions.
o Update and maintain practice accounts in accordance with agreed requirements and timescale.
o Monitor budgets and cash flow forecasts and investigate and propose methods of reducing expenditure and/or increasing income, and optimising cash flow.
o Ensure that the policy on receipt of goods and stock control procedures are implemented.
o Process invoices for goods and services satisfactorily received, in accordance with the terms of such invoices or agreements and pass to finance team for payment.
o Be competent in using the Purchase Ordering System.
o Arrange petty cash facility where appropriate.
* Audit/Reports
o Prepare practice development plan, development proposals, business plans and cases, and other reports as necessary.
o Monitor the Primary Care Web tool and Radar for collection of practice data reports as needed.
o Respond to all requests made under the Freedom of Information Act within the appropriate timescales.
o Undertake clinical and administrative audits as required.
o Work with the Significant Events lead to promote and collate significant event reports arising from all disciplines and ensure reviewed and actioned, as appropriate.
o Undertake periodic (at least annual) reviews of all complaints and significant events. For annual submission to NHSE and availability for CQC.
* Human Resources
o Review job descriptions at regular intervals, in accordance with practice needs and budgetary limitations.
o Provide information/budgetary data for the organisation to approve the advertisement and recruitment of any new or replacement staff post.
o Recruit staff from job and person specification through to induction process. When locums are required, arrange suitable candidates for consideration/interview.
o Manage the recruitment aspects of salaried GP appointments from advertisement to induction including recommendations to the organisation on terms of employment.
o Promote change management to optimise efficiency and ensure positive morale.
o Ensure adherence to current employment law.
o Carry out appraisals and one-to-one meetings with practice staff.
o Undertake any required disciplinary procedures, in accordance with approved practice and current laws.
o Ensure adherence to confidentiality and data protection regulations.
o Ensure that quality and values diversity are promoted throughout the organisation.
o Manage salaries and staff budget monitoring.
o Oversee staff rotas, including cover for holidays, sickness and family leave and recording of such absences.
o Ensure all organisation team members have an annual appraisal and regular performance reviews.
o Arrange and undertake training, in accordance with both individual and organisational training needs.
o Promote and support the concept of personal and professional development for all practice members, including self.
Qualifications
* Educated to a minimum GCSE/GCE.
* Evidence of a commitment to continuing professional development and training.
* Educated to A level or equivalent.
* Commitment to working effectively to support the team in achieving the Division's targets and goals.
* Commitment to the success of IntraHealth.
* Solutions orientated with a strong can do mentality.
* Keen to take responsibility and persist in solving problems.
* Ability to show empathy, to listen well and to demonstrate a responsive and supportive approach.
* Highly motivated and able to continue to achieve objectives in challenging times.
* Adaptable, innovative and forward thinking.
* Gains respect by example and leadership.
* Hard working, reliable and resourceful.
* Diplomacy.
* Enthusiasm with energy and drive.
* Operate with a high level of autonomy, professionalism, passion and dedication to deliver timely standards with a high level of attention to detail and accuracy.
* Demonstrate good leadership.
* Work in a team and network with others, building relationships in order to achieve goals.
* Excellent interpersonal skills.
* Able to juggle and prioritise multiple and changing priorities in response to a rapidly developing agenda; ability to delegate when appropriate.
* Skilled communicator, both verbally and in writing, able to interpret and explain complex issues in a manner suitable for a variety of audiences.
* Strong negotiation and influencing skills.
* Ability to think strategically.
* Self‑confidence and self‑belief when presented with challenges and resistance.
* A self‑starter who can work for prolonged periods of time without direct input whilst keeping colleagues well informed of progress.
* Competent in the use of IT including Microsoft Office applications.
* Managing conflict.
* Process management.
* Able to implement a vision and see the bigger picture.
* Advanced IT skills relevant to general practice.
* Demonstrate an understanding of the Data Protection Act and patient confidentiality, clinical and information governance and Caldicott requirements.
Experience
* Minimum 2 years GP Practice Manager experience.
* Experience of working in teams and ability to promote team spirit.
* Experience of successful planning, coordinating and implementing projects.
* Proactively managing and controlling budgets and expenses.
* Experience of multi‑disciplinary working.
* Experience of managing and motivating people.
* Experience of working in an IT‑dependent environment and dealing with confidential and sensitive information.
* Experience in working in primary care.
* Experience in using clinical systems.
* Working knowledge of NHS structures and organisations.
* Project management.
* Facilities management.
* Health and safety.
* Contingency planning to ensure business continuity.
* Working with PCNs.
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.
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