BOTTISHAM MEDICAL PRACTICE

JOB DESCRIPTION

JOB TITLE:PRACTICE BUSINESS MANAGER

REPORTS TO: PARTNERS

HOURS:32 – 35 hours

Job Summary:

Provide leadership and management skills to enable to Practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment.

Prime responsibilities include all aspect of the Practice’s non-clinical management, including Strategic Management and Planning, Personnel Management, Practice Organisation and Administration, Information Management and Technology, Patient Services, Estate management including Health & Safety and All Financial Management relating to the Practice.

Job Responsibilities:

The post holder will have overall responsibility for the delivery of the following services. On a day to day basis individual tasks may be delegated to appropriate staff at the discretion of the Practice Manager and Partners:

Strategic Management and Planning

  • Keep abreast of current affairs and identify potential threats and opportunities
  • Contribute to Practice Strategy; formulate objectives and research and develop ideas for future Practice development.
  • Monitor and evaluate performance of the Practice team against objectives; identify and manage change
  • Develop and maintain effective communication both within the Practice and with relevant outside agencies
  • Prepare and annually update the Practice Operational Plan, oversee the implementation of the aims and objectives
  • Assess and evaluate accommodation requirements and manage development and expansion plans
  • Carry out yearly review of Five Year Strategic Plan for the Practice and review progress

Management of Partnership issues

  • Provide management advice and information to the partners in order for them to make decisions about the running of the practice.
  • Ensure appropriate and up to date Partnership Agreement in place and be familiar with content to be able to monitor compliance as requested.
  • Arrange confidential partnership matters (i.e. associated with mortgages, partners; drawings, partnership agreement etc.)
  • Arrange prompt payment of tax and pension contributions
  • Organise and plan appropriate meetings
  • Assist the partners regarding the best use of clinical resources and seek innovative ways of managing clinical workload.

Financial Management

  • Understand and oversee QOF, LES, Public Health, DES and other miscellaneous enhanced services in order to maximise income to the practice.
  • Manage Practice budgets and seek to maximise income.
  • Monitor cash-flow, and produce monthly spend reports using Iris accounting software
  • Through negotiation with the PCT/CCG and preparation and submission of regular development plans, ensure the Practice receives an appropriate and equitable allocation of resources.
  • Understand and report on the financial implications of contract and legislation changes.
  • Submit overtime and adjustments to Payroll company working with them to submit end of year returns and maintain appropriate records
  • Oversee Senior Administrator in managing appropriate systems for handling and recording of cash and cheques and petty cash. Provide VAT receipts. Retain receipts.
  • Oversee the Finance Manager in:

-Managing Practice accounts; submitting year-end figures promptly and liaising with the Practice accountants.

-Managing and reconciling bank accounts; negotiate/liaise with the Practice bankers.

-Monitoring and reconcile income and expenditure statements and purchase/sales ledger transactions.

-Managing partners drawings.

-Managing Contributions to the Practice pension scheme, submit monthly returns and annual updates and maintain appropriate records.

-Submitting VAT returns promptly.

Human Resources

  • Oversee the recruitment and retention of staff and provide a general personnel management service
  • Ensure that all staff are legally, effectively and efficiently employed. Monitor skill-mix and deployment of staff.
  • Manage staffing levels within budgets and manage holiday and sickness absence.
  • Evaluate, organise and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role.
  • Develop and implement effective staff performance reviews and monitoring systems including personal development plans, setting objectives and identifying and implementing the training and development needs of the staff.
  • Lead, support and mentor staff, both as individuals and as team members.
  • Assess and improve the development of teams and individuals and encourage team working.
  • Implement effective systems for the resolution of disputes and grievances.
  • Be conversant with all relevant aspects of employment law and keep abreast of all changes in employment legislation.
  • Maintain up to date HR documentation (including job descriptions, employment contracts and employment policies).
  • Develop the communication structure in the practice so that all meetings have an identified purpose, feed into each other and function effectively.
  • Develop teamwork, ensuring well-run regular staff meetings and activities to support teambuilding.

Organisational

  • Maintain overall responsibility for administration, ensuring it remains effective and efficient.
  • Convene meetings, prepare agendas and ensure distributions of minutes as necessary.
  • Develop Practice protocols and procedures, review and update as required.
  • Arrange regular audits, clinical and administrative.
  • Be responsible for adequate medical cover and arrange appropriate reputable locums when necessary.
  • Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place.
  • Manage the procurement of Practice equipment, supplies and services within target budgets.
  • Maintain responsibility for stock levels, maintenance of equipment and service contracts
  • Develop and review Health & Safety policies and procedures in line with current legislation and keep abreast of current legislation.
  • Arrange appropriate insurance cover.
  • Prepare and ensure that the Practice has adequate disaster recover procedures in place.
  • Arrange appropriate maintenance for Practice equipment.
  • Lead the process for Practice CQC authorisation and ensure compliance with CQC standards.
  • Ensure that all operational systems, including the appointments system, messages, visits, prescribing system, access, mail, canning etc. function at an optimum level at all times.

Patient Services

  • Adopt a strategic approach to the development and management of patient services.
  • Ensure that the Practice contributes to the strategy, aims and objectives of the Clinical Commissioning Group and has plans in place to deliver these aims, objectives and initiatives.
  • Ensure that the Practice team are kept up to date with locality information and initiatives.
  • Ensure service development and delivery is in accordance with local and national guidelines.
  • Ensure that the Practice complies with NHS contractual obligations in relation to patient care.
  • Organise and analyse the annual patient survey.
  • Participate and liaise with the Practice Patient Group.
  • Maintain registration policies and monitor patient turnover and capitation.
  • Oversee and/or develop and manage an effective appointment system.
  • Oversee and/or organise surgery timetables, duty rotas and holiday cover.
  • Be responsible for adequate medical cover and arrange appropriate reputable locums when necessary.
  • Routinely monitor and assess Practice performance against patient access and demand
  • Develop and implement an effective complaints management system.
  • Adopt a strategic approach to the development and management pf patient services.

Information Management and Technology

  • Evaluate and plan Practice IT implementation and modernisation.
  • Keep abreast of the latest development in primary care IT.
  • Motivate, support and monitor staff in the use of IT; organise oversee and evaluate training.
  • Set targets and monitoring standards for data entry and data collection.
  • Ensure that the Practice has effective IT data security, back-up, maintenance and disaster recovery plans in place.
  • Liaise with the CCG regarding systems procurement, IT funding and national IT development programmes.
  • Oversee the maintenance of the Practice website and the NHS Choices practice entry.
  • Ensure confidentiality of data and conformity to GDPR and Access to Medical Records, the Freedom of Information Act and Caldicott Guidance.
  • Clinical Commissioning.
  • Attend local CCG meetings.
  • Monitor all practice inpatient and outpatient activity.
  • Identify areas where the practice is an outlier and introduce plans to improve the practice position.
  • Audit practice referral activities.
  • Ensure regular reporting to comply with Local CCG agreements.

Dispensary

  • Develop and oversee the management of the Dispensary while liaising with the Dispensary Manager.
  • Maintain sufficient staffing levels in Dispensary.
  • Liaising with the Dispensary Manager, maintain responsibility for adequate stock levels in the Dispensary.
  • Liaising with the Dispensary Manager, research and advise on the purchase of all drugs and vaccines to ensure that the maximum discount is obtained without compromising the efficiency of the supply chain.
  • Maintain adequate knowledge of the contents of the Drug Tariff and keep up to date with changes in the Drug Tarriff.
  • Liaising with the Dispensary Manager to ensure that all prescriptions are appropriately endorsed.
  • Liaising with the Dispensary Manager to ensure the prompt monthly submission of prescriptions and FP34D and PPA.
  • Ensure that SOPS are up to date.
  • Ensure that the Practice fulfils all of the requirements of the DSQS.

Confidentiality

•In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

•In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

•Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Practice Health & Safety Policy, to include:

•Using personal security systems within the workplace according to Practice guidelines

•Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

•Making effective use of training to update knowledge and skills

•Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

•Reporting potential risks identified

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

•Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation

•Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

•Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

•Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

•Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Other

This Job Description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may reasonably be requested by the Partners. Some of the above duties may be delegated.

BOTTISHAM MEDICAL PRACTICE

Person Specification

Job Title: / Practice Business Manager
Recruiter: / GP Partners
Date / 9 March 2018
Qualifications / Essential / Desirable
Degree / √
Professional management Qualification / √
Membership of professional body / √
Practical Experience / Essential / Desirable
General business management / √
Health Organisation management / √
Managing and motivating people / √
Strategic planning and development planning / √
Recruiting and inducting staff / √
Budget-setting, financial management and accounting Practice / √
Medical IT systems – SystmOne / √
Payroll and accounting software / √
Managing health and safety at work / √
Managing change / √
Conducting performance reviews / √
Dealing with complaints / √
Skills / Essential / Desirable
Excellent communication (written and oral) / √
IT including competence in Word and Excel / √
Time Management and the ability to work to deadlines / √
Negotiation and conflict management / √
Analytical skills / √
Problem solving / √
Interpersonal skills / √
Qualities and Abilities / Essential / Desirable
Smart, polite and confident / √
Able to plan and organise / √
Able to perform under pressure / √
Adaptable / √
Able to use initiative / √
Able to lead a team / √
Self-motivated / √
Flexible / √
Discretion / √
Resilient / √
Trustworthy / √
Dependable / √