Assistant Practice Manager
NHS Jobs Houghton le Spring
Grangewood Surgery POST TITLE: Assistant Practice Manager CONTRACT: Permanent. JOB PURPOSE: We are looking to recruit an experienced Assistant Manager with a good track record and experience within the NHS. This role will fulfil a dual purpose of deputy practice management duties as well as administration skills within the office and reception area.
This is a full-time role although consideration may be given of part-time hours for the right candidate. Pay will be negotiable dependent on experience. The applicant should have experience working within the NHS and knowledge of the fundamentals of general practice.
Experience in general practice in a similar role is desirable but not essential. A degree of flexibility is also advantageous. We are looking for a new member of staff who will fit well within our existing team and this will be one of our main objectives.
Salary to be arranged in line with experience. Main Duties: 1. Liaising with Practice Manager over day to day administrative and business duties. 2. Liaising with the reception team on behind-the-scenes patient & appointment organisation. 3. Ensuring staffing levels are adequate and absences are covered for both non-clinical and clinical staff, utilising agencies where necessary.
4. To oversee safety requirements/documentation, in conjunction with the Practice Manager. 5. Be always updated on referral pathways, surgery processes and working practices. 6. Be competent in email systems, AccuRX and other communication methods.
7. Oversee business excel sheets and accountable equipment and utilities. 8. Be fully au fait with coding procedures and summarising, supporting staff with accuracy. 9. Prepare audits and searches at the request of the Practice Manager 10. Liaise with GPs, external service providers & patients to ensure patient requirements are correctly received and processed.
11. Updating and maintaining staff training pathways, collating evidence-based records. 12. Be fully au fait with the receipt of e-consultations, e-reports, and other incoming communiques. 13. To be prepared to learn and take on additional tasks related to the running of the business with a view to taking responsibility for the surgery during periods of the Practice Managers absence.
14. Any other work as deemed necessary to meet the needs of the patients and/or practice. IM & T: 1. Ensure competence with all office equipment. 2. EMISweb literate. 3. Up to date with coding SNOWMED. 4. Accurate data entry. 5. Process and store information following data protection guidelines and patient confidentiality.
6. Care for and keep secure personal smartcard. 7. Report any computer or other equipment failure. 8. Providing supervision, support and training to the reception/administration staff under the guidance of the Practice Manager. 9. Ensuring that reception is adequately staffed and supervised and that staff rotas, including annual leave and sickness cover, are in place.
10. Arranging locum cover required to cover clinicians in agreement with the Practice Manager. Preventing interruptions to patient care services provided by the Practice. 11. Supporting the Practice Manager in ensuring that the Practice runs smoothly and efficiently.
Liaising with the Practice Manager on any organisational problems in the office/reception, including any untoward incidences or near misses. 12. Handling informal complaints from service users through to completion of formal complaints and SIRMS forms.
13. Taking all reasonable steps to plan, prioritise and delegate work in advance and ensure that appropriate office procedures are adhered to by all staff. 14. Taking opportunities to improve workflow and work performance and ensuring that staff have the skills and training to fulfil their responsibilities.
15. Support the Practice in meeting targets detailed in Quality and Outcomes Framework (QOF), Enhanced Services (ES), Quality Premium (QP), Contract Key Performance Indicators (KPI), CQC requirements, ICB requirements, knowledge of CQRS etc.
16. To be responsible for the maintenance of the appointment system. Ensuring the appointments for each clinician are entered correctly and in an appropriate timeframe. 17. Responsible for logging problems with the computer system, premises etc.
ensuring risk assessments and business continuity are updated accordingly. 18. Monitor access and adjustment availability as required. 19. Monitor daily workflow within the practice. 20. Facilitate the process of repeat prescriptions requests daily ensuring a 72hr turnaround.
21. Preparation and submission of data and documentation as required to relevant bodies in a timely manner. 22. Facilitate the responsibility for the daily task of completing all GP Links data, input and uploads. (Patient data and EDI). Collection of Medical records. Summarising of medical records. Ensuring completion. 23. Maintain the petty cash log and check receipts.
24. Ensuring that good housekeeping is observed within the offices and clinical rooms, and with special reference to health and safety/infection control. 25. Assisting with audit work performed in the practice enabling the practice to review clinical effectiveness and also to provide information of target performance.
26. Manage the process and collation of questionnaires and surveys. 27. Manage end of year stock check. 28. Update significant event/complaint logs. 29. Attend practice/external meetings as requested by the Practice Manager, taking and producing minutes where appropriate.
30. Confidentiality of both patients and the Practice must be protected and maintained in accordance with Practice Policy and legislation. 31. To undertake any other duties which are commensurate with the level and responsibility of this post as requested by the Practice Manager.
To actively and continuously review all activities and suggest areas for improvement. Development: 1. To attend & participate in practice meetings and any other relevant practice development sessions. 2. Update competencies and partake in mandatory training.
3. Upkeep knowledge of practice policies. 4. Partake in supplementary training to enhance personal role. 5. Partake in personal development plans, appraisal and/or peer support sessions. GENERAL 1. To undertake any other duties commensurate with the role, within the bounds of his/her own competence 2.
This is a full-time role although consideration may be given of part-time hours for the right candidate. Pay will be negotiable dependent on experience. The applicant should have experience working within the NHS and knowledge of the fundamentals of general practice.
Experience in general practice in a similar role is desirable but not essential. A degree of flexibility is also advantageous. We are looking for a new member of staff who will fit well within our existing team and this will be one of our main objectives.
Salary to be arranged in line with experience. Main Duties: 1. Liaising with Practice Manager over day to day administrative and business duties. 2. Liaising with the reception team on behind-the-scenes patient & appointment organisation. 3. Ensuring staffing levels are adequate and absences are covered for both non-clinical and clinical staff, utilising agencies where necessary.
4. To oversee safety requirements/documentation, in conjunction with the Practice Manager. 5. Be always updated on referral pathways, surgery processes and working practices. 6. Be competent in email systems, AccuRX and other communication methods.
7. Oversee business excel sheets and accountable equipment and utilities. 8. Be fully au fait with coding procedures and summarising, supporting staff with accuracy. 9. Prepare audits and searches at the request of the Practice Manager 10. Liaise with GPs, external service providers & patients to ensure patient requirements are correctly received and processed.
11. Updating and maintaining staff training pathways, collating evidence-based records. 12. Be fully au fait with the receipt of e-consultations, e-reports, and other incoming communiques. 13. To be prepared to learn and take on additional tasks related to the running of the business with a view to taking responsibility for the surgery during periods of the Practice Managers absence.
14. Any other work as deemed necessary to meet the needs of the patients and/or practice. IM & T: 1. Ensure competence with all office equipment. 2. EMISweb literate. 3. Up to date with coding SNOWMED. 4. Accurate data entry. 5. Process and store information following data protection guidelines and patient confidentiality.
6. Care for and keep secure personal smartcard. 7. Report any computer or other equipment failure. 8. Providing supervision, support and training to the reception/administration staff under the guidance of the Practice Manager. 9. Ensuring that reception is adequately staffed and supervised and that staff rotas, including annual leave and sickness cover, are in place.
10. Arranging locum cover required to cover clinicians in agreement with the Practice Manager. Preventing interruptions to patient care services provided by the Practice. 11. Supporting the Practice Manager in ensuring that the Practice runs smoothly and efficiently.
Liaising with the Practice Manager on any organisational problems in the office/reception, including any untoward incidences or near misses. 12. Handling informal complaints from service users through to completion of formal complaints and SIRMS forms.
13. Taking all reasonable steps to plan, prioritise and delegate work in advance and ensure that appropriate office procedures are adhered to by all staff. 14. Taking opportunities to improve workflow and work performance and ensuring that staff have the skills and training to fulfil their responsibilities.
15. Support the Practice in meeting targets detailed in Quality and Outcomes Framework (QOF), Enhanced Services (ES), Quality Premium (QP), Contract Key Performance Indicators (KPI), CQC requirements, ICB requirements, knowledge of CQRS etc.
16. To be responsible for the maintenance of the appointment system. Ensuring the appointments for each clinician are entered correctly and in an appropriate timeframe. 17. Responsible for logging problems with the computer system, premises etc.
ensuring risk assessments and business continuity are updated accordingly. 18. Monitor access and adjustment availability as required. 19. Monitor daily workflow within the practice. 20. Facilitate the process of repeat prescriptions requests daily ensuring a 72hr turnaround.
21. Preparation and submission of data and documentation as required to relevant bodies in a timely manner. 22. Facilitate the responsibility for the daily task of completing all GP Links data, input and uploads. (Patient data and EDI). Collection of Medical records. Summarising of medical records. Ensuring completion. 23. Maintain the petty cash log and check receipts.
24. Ensuring that good housekeeping is observed within the offices and clinical rooms, and with special reference to health and safety/infection control. 25. Assisting with audit work performed in the practice enabling the practice to review clinical effectiveness and also to provide information of target performance.
26. Manage the process and collation of questionnaires and surveys. 27. Manage end of year stock check. 28. Update significant event/complaint logs. 29. Attend practice/external meetings as requested by the Practice Manager, taking and producing minutes where appropriate.
30. Confidentiality of both patients and the Practice must be protected and maintained in accordance with Practice Policy and legislation. 31. To undertake any other duties which are commensurate with the level and responsibility of this post as requested by the Practice Manager.
To actively and continuously review all activities and suggest areas for improvement. Development: 1. To attend & participate in practice meetings and any other relevant practice development sessions. 2. Update competencies and partake in mandatory training.
3. Upkeep knowledge of practice policies. 4. Partake in supplementary training to enhance personal role. 5. Partake in personal development plans, appraisal and/or peer support sessions. GENERAL 1. To undertake any other duties commensurate with the role, within the bounds of his/her own competence 2.
The post holder is expected to be flexible and accommodating, following consultation, in terms of any changes in the future. This job description may change as needs are identified and objectives change. RESPONSIBLE TO: The Practice Manager. For further details please contact the surgery on 0191 3852898.
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