Practice Manager

Job summary

The Site/Practice Manager is responsible for playing a pivotal role in the delivery of high-quality primary health care, providing and supporting the Partners in management resources to achieve the teams goals, and reporting to and supporting the Site/Practice Partners in delivering high-quality patient services within a safe, efficient working environment by effectively supporting clinicians and the administrative team. Additionally, they will collaborate closely with the Managing Partner to enhance the financial and patient care performance of the practice through initiatives such as QOF, LCS, and Enhanced Services. Moreover, they will oversee the daily management of the practice, ensuring adequate and well-planned staff rotas to meet the practices needs, addressing issues as they arise to maintain smooth service operations. To accomplish this, the Site/Practice Manager will manage, train, and develop the administrative team, as well as liaise with clinical team members throughout the day to facilitate clear communication and teamwork across the site.

Main duties of the job

The SiteManager will analyse performance and follow protocols for each of the targetslisted below. This will typically include liaison with the Site/PracticeManager and relevant clinical staff.

The SiteManagers areas of responsibility include:

Qualityand Outcomes Framework (QOF)

ALLEnhanced Services and Locally Commissioned Services (LCS)

Contractual Requirement (alongside Site/Practice Manager)

MedicinesManagement

Childhoodimmunisations

Otherimmunisations (Contractual Additional Service)

Influenzavaccinations

Registrations (alongside Reception Lead)

EmisWorkflow Management

Trainingand development of administrative staff.

IT Lead

EnhancedServices, LCS and other services submissions

Paymentreimbursement submissions (congestion charge and PPA)

StaffingRota and Management.

MedicalReport and Non NHS Work Management

Recruitment, induction and training of new administrative staff and Locum Cover

Practicestatistic and feedback collection/ analysing data.

MaintainPractice Registers: Learning Disabilities, Palliative Care, Housebound, ChildProtection , Unplanned Admissions, Carers etc (work and delegate alongsideother administrators)

Supportthe Managing Partner in operationally and effectively running the day tobusiness on site at the branch specified.

About us

Medicus Health Partners is the largest GP Partnership in Enfield, delivering services to over 92,000 patients from its 9 locations.

All locations work on the same systems and our patients can access services, attend appointments and get help wherever they see the Medicus Logo. In January 2021 all GP contracts merged and Medicus Health Partners is now fully integrated and operates as a single contract.

Support for COVID-19 has also been a focus and continues with a dedicated Vaccine Hub in Enfield at MHP-Carlton House location has given the local population access to vaccinations since December 2020.

Medicus Health Partners is also part of Enfield Unity Primary Care Network, working with other practices in the area to share resources to enhance services and support our patients.

Job description

Job responsibilities

KPIs and Target Framework

To read andbe aware of all the Enhanced Services, Locally Commissioned Services, QOF, BMAContracts KPIs Medicines Management and additional Services.

To beupdated with specifications on an annual and adhoc basis of all requirements.

To plan andimplement processes to achieve targets.

To workalongside Partners, GPs, Nurses and administrative staff to achieve targets.

Submissionsof all target and audit based work as per specifications and contracts.

Planning

To liaisewith Clinical Partners, Managing Partner and Senior Management in settingstrategic planning targets and share joint responsibility with them forachievement of these targets.

To undertaketasks towards the agreed aims and be wholly responsible for them.

Team andPersonnel Management

To plan andco-ordinate the recruitment, induction and training of new administrativestaff.

To assist inplanning and recruitment of Locum cover.

To assist inthe preparation of a work rota for the doctors and arrange locum cover when necessary.

To beresponsible for the organisation of the reception staff rota, ensuring adequatecover during periods of staff sickness or leave.

To identifyand meet the team members training and development needs.

To monitorstaff sickness and absence and oversee the leave rota.

To ensurethat all Practice staff are aware of the need for confidentiality, both ofpatient and Practice information.

Patients

To be awareof patients needs and work towards Practice innovation to meet those needs.

To be responsiblefor the collection and collation of data and feedback about patients needs andsatisfaction.

To liaisewith patient and community representatives.

Quality

To beaccountable with the other team members for setting standards of quality andservice provision and monitoring their achievement.

To promoteideals of quality and achievement of standards amongst all team members.

Toco-ordinate all audits within the practice.

Finance

To workalongside the Site/practice manager for the setting up of new, and maintenanceof existing, systems to maximise all Practice income.

Whererequired by the Central Finance Team, to monitor and check the accuracy of theEnhanced Services, Contractual Requirements and other PMS claims and ensurethat all claims are submitted on a monthly and quarterly basis.

To ensurePPA reimbursement forms are completed and submitted on a monthly basis.

Superviseand liaise with Site/Practice Manager for the purchasing of all equipment,drugs, supplies and stationery and ensure best value is obtained, where centralordering is not applicable.

Information Technology and Computing

The SiteManager will be IT lead on all Emis Template, Searches, Protocol and conceptsupdates. Ensure IT hardware and software is well maintained where appropriateliaising directly with Systems IT and GP IT teams. To also ensure all updates /upgrades go smoothly.

To be SmartCard Sponsor for the practice alongside the Site/Practice Manager

To ensurethat read codes are correctly administered across records throughout thepractice. The DSM will work with the Site/Practice Manager to developelectronic templates to better manage read coding requirements.

To utiliseclinical software to perform searches, extracting and validating patient andstatistical data for the preparation of reports.

Practice Reception/Administration

To maintainand further develop systems and protocols for the smooth and efficient running ofthe reception and appointments and administration system

To maintaina thorough knowledge of reception and administration systems.

To beprepared to undertake reception or secretarial duties in the case of absence ofusual reception/administration staff due to annual leave, sickness or any otherreason.

Liaison

To promotegood relationships between the Practice and outside bodies such as Health Authorities,Primary Care Groups, community trusts, patient and community groups, the bankand accountant, etc.

To preparefor, organise and attend practice, wider health team and management meetings andfollow up decisions made.

To liaisewith the Managing Partner and Site/Practice Manager on all necessary matters.

Personal and Professional Development

To activelyseek to keep professional knowledge and skills up-to-date including assessment ofown learning needs and attendance at relevant training courses as required.

Information Governance

To ensurethat the Information Governance framework is adhered to.

PersonalInformation within the practice needs to be dealt with in a confidential andsecure manner.

To ensureall members of staff have adequate training to provide consistency toinformation handling.

EQUAL OPPORTUNITIES

The postholder will ensure that the Practice Policies and the Health Authority policieson Equal Opportunities are understood and adhered to.

HEALTH AND SAFETY

Be aware ofyour responsibility under the Health and Safety at Work Act 1974 and ensurethat agreed safety procedures are carried out in order to maintain a safeenvironment for employees, patients and visitors.

OTHER DUTIES

To undertakesuch other duties as may reasonably be required.

To beflexible in approach, recognising the needs of a developing practice.

Person Specification

Qualifications

Essential

3 A Levels and ability to demonstrate an interest in healthcare

Desirable

Business degree Accounting and Finance Qualification

Experience

Essential

Strong IT skills: Microsoft Outlook, Word, Excel, PowerPoint, Internet Explorer/Google Chrome Experience of organising meetings Experience of training staff Knowledge of primary health care Previous management role Knowledge of QOF

Desirable

Good interpersonal and customer service skills Good written presentation skills Experience of, and ability to, present and produce clear, accurate and concise minutes, action points and reports Ability to communicate effectively with a wide range of stakeholders Able to set up/manage effective document management systems Excellent organisational and administrative skills Experience of preparing and presenting information to a team Ability to work as part of a team and on own initiative Ability to work under pressure and to prioritise workload Ability to maintain confidentiality

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