Practice Manager
Overall Job Purpose To manage and coordinate all aspects of the organisations day-to-day business, motivating and managing staff, optimising efficiency, and financial performance, and ensuring the partnership achieves its long-term strategies.
Human Resources Ensure that the practice is staffed and resourced within the budget by people with appropriate skills, experience and commitment to provide the professional, technical, administrative and inter-personal expertise needed. a) Develop HR and training policies b) Ensure the effective recruitment, selection and induction of new staff.
c) Ensure clear and up-to-date contracts of employment, employment policies and procedures, and staff handbook in line with good employment practice. d) Ensure performance is managed and there is appropriate supervision of staff. e) Ensure optimum staffing levels at all times with holiday and sickness absences managed.
f) Develop teamwork, ensuring well-run regular staff meetings and organising away-days and social functions. g) Oversee the running of the existing staff appraisal scheme. h) Ensure the personal development and training of all staff. i) Review patterns and methods of work and skills-mix for both individuals and teams to ensure their efficient and effective functioning.
j) Deal with grievances and disciplinary matters as may be required in conjunction with the partners. k) Ensure personnel and attendance records are maintained. l) Review pay and conditions of staff and advise the partners accordingly. m) Ensure that all statutory requirements are fulfilled and adopt changes as they occur.
n) Ensure confidentiality is maintained at all times and encourage the professionalism of all staff. o) Ensure training needs are identified and develop with each staff member an annual training plan as part of the appraisal system. Ensure that training is carried out either in-house or externally.
Policy and Planning Regularly review the organisation and developments within and outside the practice which will impact directly or indirectly. This includes involvement in local and national organisations which formulate and influence primary health care strategy.
a) Assume responsibility for developing a practice business plan. b) Participate and work with groups determining future policy c) Develop business cases and tenders to provide future services. d) Explore innovative ideas for provision of services to suit the needs of the practice population and the professionals working within the practice team.
e) Explore opportunities to optimise use of practice facilities. f) Liaise with other local practices through relevant forums. Management of Financial Resources Responsible to the partners for the effective management of practice finances, working with the partners and practice accountant to plan effective budgetary control, ensuring cost efficiencies and maximisation of profitability.
a) Ensure efficient working methods and best use of resources. b) Ensure controls of expenditure whilst ensuring necessary investment in resources. c) Ensure all income-generating opportunities are explored and maximised. d) Provide budgetary and cash flow forecasting to the partners.
e) Ensure policies and procedures to protect the practice against fraud and financial mismanagement. f) In conjunction with the outsourced company, ensure the payroll function is properly managed, including payment of staff salaries, tax, NI and management of the NHS Pension Scheme.
g) Ensure the appropriate payment of partners drawings. h) Ensure management of the practices bank account. i) Ensure correct payment of supplies and expenses. j) Ensure correct invoicing for services and systems to reclaim monies owed to the practice.
k) Ensure appropriate control of the petty cash account. l) Ensure the accurate record keeping, monthly bank reconciliations, and preparation for the practices accounts. Partnership Management Provide support to the partners and the partnership to ensure excellent team-working and a sound legal framework.
a) Ensure effective partners meetings with clear agendas, minutes and action plans. b) Ensure appropriate and up-to-date partnership deed. c) Provide management advice and information to the partners in order for them to make decisions about the running of the practice.
d) Assist in the recruitment of new partners. e) Deal with partnership changes retirements, new appointments, legal, financial and patient-related implications. f) Ensure decision-making relating to the partnership is documented. g) Ensure appropriate profit-share payments of partnership drawings and advise on payments of partners individual tax liabilities.
h) Ensure medical indemnity for all clinicians is up-to-date. Management of Information Technology Systems Ensure the effective management of information within the practice and with outside agencies. a) Develop the practices IT strategy. b) Ensure the functioning and best use of the practices clinical computer system and implement new software systems to aid the efficiency of the practice.
c) Ensure that appropriate computer searches, audits and reports are carried out. d) Ensure the training of all personnel and users of the practice IT systems. e) Lead on IT business continuity and develop systems to protect security of data. f) Ensure policies against the misuse of internet and emails is adhered to .
g) Prepare business case for future changes or developments and explore all relevant avenues of funding. h) Explore further development of practice website.. i) Ensure confidentiality of data adhering to GDPR regulations. Management of Premises, Equipment and Stock Advise the practice in making full and effective use of its current premises, equipment and stock.
a) Establish and maintain a strong working relationship with NHS Property Services. b) Oversee processes for the maintenance, repair and cleaning of all practice premises. c) Review best use of premises and maximise income from premises. d) Manage any future premises developments e) Manage tenancy agreements with other users of the premises.
f) Ensure appropriate insurance of premises, equipment and stock. g) Ensure security measures of premises and personnel, including intruder alarms, fire alarms and panic buttons. h) Ensure adherence to health and safety and fire procedures throughout the practice and relevant training and updates are undertaken as required by all practice staff.
i) Ensure risk assessments are regularly carried out and documented. j) Ensure that the purchase and control of supplies, drugs and equipment meets the current and future needs of the practice. Patient Services Develop services which best serve the needs of the practices patient population.
a) Develop, maintain and market new and existing patients services. b) Liaise with relevant patient forums, such as the Patient Participation Group. c) Ensure health promotion campaigns targeted to relevant groups. d) Develop child and family-friendly policies.
e) Review patient satisfaction surveys. f) Manage patient complaints, either informal or formal, using the NHS complaints procedure. g) Management of significant event audits and learning plans. h) Ensure patient information is up-to-date and available, across all platforms.
Care Quality Commission Advise the partners on action needed to maintain compliance with the CQC requirements. a) Responsibility for ongoing maintenance of practice CQC compliance. b) Manage the process by which the practice maintains registration under the CQC.
c) Working with the partners in preparation for CQC inspections; leading and working with the partners through CQC inspection visits. d) Implement and follow up any action or improvements required by the CQC in order to maintain registration Primary Care Network a) Attend monthly PCN meetings, along with the GP PCN Lead.
b) Engage with the PCN Manager and the other Practice Managers as required to ensure PCN success and achievement in areas such as IIF indicators. c) Submit proposals as required and provide strategic vision to ensure practice income available at a PCN level is maximised.
Human Resources Ensure that the practice is staffed and resourced within the budget by people with appropriate skills, experience and commitment to provide the professional, technical, administrative and inter-personal expertise needed. a) Develop HR and training policies b) Ensure the effective recruitment, selection and induction of new staff.
c) Ensure clear and up-to-date contracts of employment, employment policies and procedures, and staff handbook in line with good employment practice. d) Ensure performance is managed and there is appropriate supervision of staff. e) Ensure optimum staffing levels at all times with holiday and sickness absences managed.
f) Develop teamwork, ensuring well-run regular staff meetings and organising away-days and social functions. g) Oversee the running of the existing staff appraisal scheme. h) Ensure the personal development and training of all staff. i) Review patterns and methods of work and skills-mix for both individuals and teams to ensure their efficient and effective functioning.
j) Deal with grievances and disciplinary matters as may be required in conjunction with the partners. k) Ensure personnel and attendance records are maintained. l) Review pay and conditions of staff and advise the partners accordingly. m) Ensure that all statutory requirements are fulfilled and adopt changes as they occur.
n) Ensure confidentiality is maintained at all times and encourage the professionalism of all staff. o) Ensure training needs are identified and develop with each staff member an annual training plan as part of the appraisal system. Ensure that training is carried out either in-house or externally.
Policy and Planning Regularly review the organisation and developments within and outside the practice which will impact directly or indirectly. This includes involvement in local and national organisations which formulate and influence primary health care strategy.
a) Assume responsibility for developing a practice business plan. b) Participate and work with groups determining future policy c) Develop business cases and tenders to provide future services. d) Explore innovative ideas for provision of services to suit the needs of the practice population and the professionals working within the practice team.
e) Explore opportunities to optimise use of practice facilities. f) Liaise with other local practices through relevant forums. Management of Financial Resources Responsible to the partners for the effective management of practice finances, working with the partners and practice accountant to plan effective budgetary control, ensuring cost efficiencies and maximisation of profitability.
a) Ensure efficient working methods and best use of resources. b) Ensure controls of expenditure whilst ensuring necessary investment in resources. c) Ensure all income-generating opportunities are explored and maximised. d) Provide budgetary and cash flow forecasting to the partners.
e) Ensure policies and procedures to protect the practice against fraud and financial mismanagement. f) In conjunction with the outsourced company, ensure the payroll function is properly managed, including payment of staff salaries, tax, NI and management of the NHS Pension Scheme.
g) Ensure the appropriate payment of partners drawings. h) Ensure management of the practices bank account. i) Ensure correct payment of supplies and expenses. j) Ensure correct invoicing for services and systems to reclaim monies owed to the practice.
k) Ensure appropriate control of the petty cash account. l) Ensure the accurate record keeping, monthly bank reconciliations, and preparation for the practices accounts. Partnership Management Provide support to the partners and the partnership to ensure excellent team-working and a sound legal framework.
a) Ensure effective partners meetings with clear agendas, minutes and action plans. b) Ensure appropriate and up-to-date partnership deed. c) Provide management advice and information to the partners in order for them to make decisions about the running of the practice.
d) Assist in the recruitment of new partners. e) Deal with partnership changes retirements, new appointments, legal, financial and patient-related implications. f) Ensure decision-making relating to the partnership is documented. g) Ensure appropriate profit-share payments of partnership drawings and advise on payments of partners individual tax liabilities.
h) Ensure medical indemnity for all clinicians is up-to-date. Management of Information Technology Systems Ensure the effective management of information within the practice and with outside agencies. a) Develop the practices IT strategy. b) Ensure the functioning and best use of the practices clinical computer system and implement new software systems to aid the efficiency of the practice.
c) Ensure that appropriate computer searches, audits and reports are carried out. d) Ensure the training of all personnel and users of the practice IT systems. e) Lead on IT business continuity and develop systems to protect security of data. f) Ensure policies against the misuse of internet and emails is adhered to .
g) Prepare business case for future changes or developments and explore all relevant avenues of funding. h) Explore further development of practice website.. i) Ensure confidentiality of data adhering to GDPR regulations. Management of Premises, Equipment and Stock Advise the practice in making full and effective use of its current premises, equipment and stock.
a) Establish and maintain a strong working relationship with NHS Property Services. b) Oversee processes for the maintenance, repair and cleaning of all practice premises. c) Review best use of premises and maximise income from premises. d) Manage any future premises developments e) Manage tenancy agreements with other users of the premises.
f) Ensure appropriate insurance of premises, equipment and stock. g) Ensure security measures of premises and personnel, including intruder alarms, fire alarms and panic buttons. h) Ensure adherence to health and safety and fire procedures throughout the practice and relevant training and updates are undertaken as required by all practice staff.
i) Ensure risk assessments are regularly carried out and documented. j) Ensure that the purchase and control of supplies, drugs and equipment meets the current and future needs of the practice. Patient Services Develop services which best serve the needs of the practices patient population.
a) Develop, maintain and market new and existing patients services. b) Liaise with relevant patient forums, such as the Patient Participation Group. c) Ensure health promotion campaigns targeted to relevant groups. d) Develop child and family-friendly policies.
e) Review patient satisfaction surveys. f) Manage patient complaints, either informal or formal, using the NHS complaints procedure. g) Management of significant event audits and learning plans. h) Ensure patient information is up-to-date and available, across all platforms.
Care Quality Commission Advise the partners on action needed to maintain compliance with the CQC requirements. a) Responsibility for ongoing maintenance of practice CQC compliance. b) Manage the process by which the practice maintains registration under the CQC.
c) Working with the partners in preparation for CQC inspections; leading and working with the partners through CQC inspection visits. d) Implement and follow up any action or improvements required by the CQC in order to maintain registration Primary Care Network a) Attend monthly PCN meetings, along with the GP PCN Lead.
b) Engage with the PCN Manager and the other Practice Managers as required to ensure PCN success and achievement in areas such as IIF indicators. c) Submit proposals as required and provide strategic vision to ensure practice income available at a PCN level is maximised.
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