Practice ManagerinFarnboroughinFarnboroughPUBLISHED THU 6 FEB 2025
Salus Medical Services LtdrFBvStmH
The Practice Manager is responsible for maintaining effective operational systems, managing IT and financial resources, ensuring adherence to health and safety regulations, and overseeing staffing needs. They will lead efforts to enhance service delivery, improve team communication, and contribute to the practice's compliance ratings. Key responsibilities also include staff recruitment and training, quality assurance, and participation in developing policies that align with NHS objectives. Overall, the role requires strong leadership, effective communication, and a commitment to providing high-quality healthcare services.
To work with the board and the management team within Salus to manage and coordinate all aspects of the practices day-to-day business both operationally and strategically. This includes motivating and managing staff, being responsible for the clinical and administration rotas, optimizing efficiency and financial performance alongside the finance team, and ensuring the practice achieves its long-term strategies.
The practice manager will be required to build relationships with key stakeholders including the PCN and the ICB, to ensure delivery of a high quality, value for money service for the patients.
Review and ensure that all operational systems, including the telephone system, appointments system, messages, visits, results, prescribing systems, access, incoming mail, scanning, etc. function at an optimum level all times.
Ensure the summarising of clinical information on to the patient medical records and summarising of notes is kept up to the necessary levels.
Ensure the correct registration and deduction of patient records in line with recommended procedures.
Liaise with the clinicians regarding systems for the management of information systems to and from patients.
Ensure systems under the Quality and Outcome Framework (organisational and clinical) are managed and meet the required standard.
Approve and help to implement enhanced services and other contractual services.
Liaise with relevant patient forums and develop the Patient Participation Group.
Embrace links with other healthcare providers and social services as laid out in the Governments plans to develop a patient-led NHS.
Ensure health promotion campaigns targeted to relevant groups.
Develop child and family-friendly policies.
Review patient satisfaction surveys.
Manage patient complaints, either informal or formal, using the practices in-house complaints procedure.
Ensure significant event audits and learning plans.
Ensure patient information is up-to-date and available, such as the practice brochure, patient newsletter, and patient leaflets.
About us
Management of operational systems:
Ensure the effective and efficient working systems and operational systems within the practice.
Review and ensure that all operational systems, including the telephone system, appointments system, messages, visits, results, prescribing systems, access, incoming mail, scanning, etc. function at an optimum level all times.
Ensure the summarising of clinical information on to the patient medical records and summarising of notes is kept up to the necessary levels.
Ensure the correct registration and deduction of patient records in line with recommended procedures.
Liaise with the clinicians regarding systems for the management of information systems to and from patients.
Ensure systems under the Quality and Outcome Framework (organisational and clinical) are managed and meet the required standard.
Approve and help to implement enhanced services and other contractual services.
Care Quality Commission
Advise the board on action needed to maintain compliance with the CQC requirements, and ensure the practice systems and procedures meet the 16 Essential Standards.
Manage the process by which the practice maintains registration under the CQC.
Monitor and develop the operation of the organisation as needed to ensure that the Essential Standards continue to be met by the practice.
Support the board through any inspection visits from the CQC.
Implement and follow up any action or improvements required by the CQC in order to maintain registration
Management of premises, equipment and stock:
Advise the practice in making full and effective use of its current premises, equipment and stock.
Oversee processes for the maintenance, repair and cleaning of practice premises.
Review best use of premises and maximise income from premises.
Manage any future premises developments
Ensure appropriate insurance of premises, equipment and stock.
Ensure security measures of premises and personnel, including intruder alarms, fire alarms and panic buttons.
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.
Ensure risk assessments are regularly carried out and documented.
Ensure that the purchase and control of supplies, drugs and equipment meets the current and future needs of the practice.
Patients Services:
Develop services which best serve the needs of the practices patient population.
Develop, maintain and market new and existing patients services.
Liaise with relevant patient forums and develop the Patient Participation Group.
Embrace links with other healthcare providers and social services as laid out in the Governments plans to develop a patient-led NHS.
Ensure health promotion campaigns targeted to relevant groups.
Develop child and family-friendly policies.
Review patient satisfaction surveys.
Manage patient complaints, either informal or formal, using the practices in-house complaints procedure.
Ensure significant event audits and learning plans.
Ensure patient information is up-to-date and available, such as the practice brochure, patient newsletter, and patient leaflets.
Management of staffing issues and reporting to the board:
Liaise with Salus HR to provide support to the partners and the partnership to ensure excellent team-working and a sound legal framework.
Ensure effective staff meetings are carried out with clear agendas, minutes and action plans.
Provide management advice and information to the board in order for them to make decisions about the running of the practice.
Organise staff away-days and planning meetings to develop strategy and team working.
Assist in the recruitment of new salaried gps and other clinical and administration staff.
Advise the board regarding the best use of clinical resources and seek innovative ways of managing the clinical workload.
Management of Information Technology systems:
Ensure the effective management of information within the practice and with outside agencies.
Develop the practices IT strategy.
Ensure the functioning and best use of the practices clinical computer system and implement new software systems to aid the efficiency of the practice.
Ensure that appropriate computer searches, audits and reports are carried out.
Ensure the training of all personnel and users of the practice IT systems.
Ensure maintenance of hardware and replacements as required.
Lead on IT crisis prevention and develop systems to protect security of data.
Ensure policies against the misuse of the Internet and emails.
Prepare business case for future changes or developments and explore all relevant avenues of funding.
Explore further development of practice website, on-line appointments and prescribing systems.
Ensure confidentiality of data and conformity to the Data Protection Act and Medical Records and Reports Acts, the Freedom of Information Act and the Caldicott Report.
Manage the implementation of new IT systems and standards in accordance with the NHS Connecting for Health initiatives.
Management of financial resources:
Responsible to the board for the effective use of practice finances, working with the board and Salus finance team to plan effective budgetary control, ensuring cost efficiencies and maximisation of profitability.
Ensure efficient working methods and best use of resources.
Ensure controls of expenditure whilst ensuring necessary investment in resources.
Ensure all income-generating opportunities are explored and maximised.
Ensure policies and procedures to protect the practice against fraud and financial mismanagement.
Support to 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.
Support with the effective recruitment, selection and induction of new staff..
Ensure performance is managed and there is appropriate supervision of staff.
Ensure optimum staffing levels at all times with holiday and sickness absences managed.
Develop teamwork, ensuring well-run regular staff meetings and organising away-days and social functions.
Carry out staff appraisals.
Review patterns and methods of work and skills-mix for both individuals and teams to ensure their efficient and effective functioning.
Deal with grievances and disciplinary matters as may be required in conjunction with the board.
Ensure personnel and attendance records are maintained.
Ensure that all statutory requirements are fulfilled and adopt changes as and when they occur.
Ensure confidentiality is always maintained and encourage the professionalism of all staff.
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
Quality
The post-holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of clinical governance issues, quality and risk and participate in significant events reviews.
Assess own performance and take accountability for own actions, either directly or under supervision.
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Work effectively with individuals in other agencies to meet patients needs
Effectively manage own time, workload and resources. He / she will also contribute to the overall team working of Mayfield Medical Centre and Salus Medical Services, putting the needs of the Practice first.
Contribution towards practice CQC compliance rating of GOOD or above.
Communication
The post-holder should recognise the importance of effective communication within the team and will strive to:
Utilise and demonstrate sensitive communication styles, to ensure patients are fully informed and consent to treatment
Communicate with and support patients who are receiving bad news
Communicate effectively with patients and carers, recognising the need for alternative methods of communication to overcome different levels of understanding, cultural background and preferred ways of communicating.
Anticipate barriers to communication and take action to improve communication
Maintain effective communication within the Practice environment and with external stakeholders.
Act as an advocate for patients and colleagues
Contribution to the implementation of services
The post-holder will:
Apply Practice policies, standards and guidance
Discuss with other members of the team how the policies, standards and guidelines will affect own work
Participate in audit where appropriate
Work with the board and the management team to achieve standards of quality, performance standards, budgets and targets without compromising levels of patient healthcare.
Contribute towards the development and implementation of new standards, policies and procedures that he /she will be required of GP Practices now and in the future (as required by NHS / DoH / SHA / CCG etc.)
Please wait...this will take a moment...
Stand by, we'll show you...