Job Title: Business / Practice Manager

Chatfield

JOB DESCRIPTION

BUSINESS / PRACTICE MANAGER

Job Title: Business / Practice Manager

Responsible to: The GP Partners

Job Summary: To be responsible for the smooth, efficient running of the Practice, and maintaining a happy and committed team.

To provide leadership and management skills to enable Chatfield Health Care to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment.

To manage the work undertaken as part of enhanced national or local services, the Quality and Outcomes Framework and other project work and new initiatives.

To manage the improvement of standards across a wide range of clinical and administrative activities and the production of performance and quality standards within the practice.

To manage data quality issues, providing advice and guidance to all practice staff in the use of the clinical system.

Major duties and responsibilities of the post:

Strategic Management and Planning

·  Manage strategic planning within the Practice; formulate objectives and research and develop ideas for future Practice development and new income streams.

·  Keep abreast of current affairs and identify potential threats and opportunities.

·  To be aware of national, local and practice quality standards for chronic disease management.

·  Manage and monitor the work undertaken as part of directed enhanced and local enhanced services and the Quality Outcomes Framework, identifying if there is potentially a loss of income or that financial targets are not being met.

·  Manage and monitor the work undertaken for childhood immunisations, identifying if there is potentially a loss of income or the financial targets are not being met.

·  Manage and monitor medical reports, identifying if there is potentially a loss of income or the financial targets are not being met.

·  Manage and coordinate new project work and clinical audit

·  Manage the monitoring of performance and quality standards within the Practice.

·  Monitor and evaluate performance of Chatfield Health Care against objectives; identify and manage change.

·  Develop and maintain effective communication both within Chatfield Health Care and with relevant outside agencies.

·  Prepare and annually update Chatfield Health Care’s Business Development Plan, oversee the implementation of the aims and objectives.

·  Assess and evaluate accommodation requirements and manage development and expansion plans.

·  Develop, maintain and market new and existing services.

Financial Management

·  Financial responsibility for the partnership business including performance against budget and cash flow.

·  Manage Practice budgets and seek to maximise income utilising diverse income sources.

·  Control peripheral software packages running updates, reports and associated administration, including invoicing and liaison with debtors, monitoring and control of cheques and cash, and the payment of invoices.

·  Through negotiation with NHS England, the Local Authority and Wandsworth CCG, preparation and submission of regular development plans, to ensure Chatfield Health Care receives an appropriate and equitable allocation of resources.

·  Understand and report on the financial implications of contract and legislation changes.

·  Manage Chatfield Health Care’s accounts; submit quarterly/year-end figures promptly and liaise with Chatfield Health Care’s accountant.

·  Monitor cash-flow, prepare regular forecasts and reports to the partners.

·  Manage and reconcile Practice bank accounts; negotiate/liaise with Chatfield Health Care’s bankers/accountants.

·  Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions.

·  Manage partners’ drawings.

·  Manage and monitor PAYE for Practice staff and maintain appropriate payroll records, including reimbursement claims.

·  Manage system for payment of on costs.

·  Manage contributions to the NHS pension scheme(s) and maintain appropriate records, including monthly statements and reimbursement claims.

·  Liaise with the HMRC and Pensions Agency where appropriate.

·  Manage partners, assistant GPs and trainees superannuation and medical indemnity contributions, liaising with the Practice accountant when necessary.

·  Arrange appropriate insurance cover for building, contents, computers.

·  Manage appropriate systems for handling and recording of cash and cheques and petty cash.

·  Manage, negotiate and monitor all financial contracts within Chatfield Health Care and with all external agencies.

·  Ensure efficient internal and external communication including being the focal point for financial matters with NHS England, the Local Authority and Wandsworth CCG, Practice solicitors, accountant and other bodies.

·  Manage the procurement of Practice equipment, supplies and services within target budgets.

·  Ensure systems are in place for invoicing individuals / companies for non-NHS fees, e.g. medical reports.

·  Ensure systems are in place for charging patients for private / non-NHS work.

·  To manage Chatfield. Health Care’s commitment to the elimination of fraud and other illegal and dishonest acts

·  Ensure systems are in place to chase up bad debts.

·  Undertake costings for all rooms and monitor private / AQP room bookings.

·  Assess on costs for in-house providers and implement system for payment.

Partnership

·  Work with partners and management team on strategic planning for all aspects of the Practice.

·  Attend partners meetings – organise agenda and papers.

·  Liaise with solicitors on legal matters.

·  Deal with partnership changes – retirement, new appointment, legal, financial and patient related implications.

Human Resources

·  Manage the recruitment and retention of staff and provide a general personnel management service – hiring, induction, supervision, training, welfare, discipline and grievance procedures, retirement, personal, legal and leave entitlement.

·  Ensure that all staff are legally and gainfully employed. Monitor skill-mix and deployment of staff.

·  Manage staffing levels within target budgets.

·  Develop and implement effective staff appraisal and monitoring systems.

·  Support and mentor staff, both as individuals and as team members.

·  Keep abreast of changes in employment legislation.

·  Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies), negotiating contracts where necessary.

Organisational

·  Prepare and produce a Practice Business Plan, Annual Report and practice aims and objectives as required by the partners.

·  Keep abreast of developments within the NHS that might impinge on Chatfield Health Care or individual partners and offer options for consideration by the partners.

·  Ensure efficient internal and external communication including being the focal point for contact with NHS England, the Local Authority and Wandsworth CCG and other bodies.

·  Manage, review and monitor Chatfield Health Care’s Incident Reporting procedures, liaising with appropriate clinical staff as necessary.

·  Plan, coordinate and monitor staff activities to ensure efficient service to patients and support to clinical staff.

·  Annually review Chatfield Health Care’s PMS Contract.

·  Convene meetings, prepare agendas and ensure distribution of minutes as necessary.

·  Develop Practice protocols and procedures, review and update as required.

·  Delegation of workloads for all members of administrative staff.

·  Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place.

·  Develop and review Health and Safety policies and procedures and keep abreast of current legislation

·  Liaise with landlord to plan annual premises Insurance Reinstatement Cost Assessments.

·  Ensure that Chatfield Health Care has adequate business continuity policies / disaster recovery procedures in place.

·  Arrange appropriate maintenance contracts for practice utilities and equipment.

·  Ensure systems are in place to reach targets.

Patient Services

·  Adopt a strategic approach to the development and management of patient services.

·  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, including for all employed and external staff.

·  Maintain registration policies and monitor patient turnover and capitation.

·  Routinely monitor and assess practice performance against patient access and demand management targets.

·  Develop and implement an effective complaints management system, maintaining systems to receive patient enquiries and suggestions including oversight of the Practice based complaints procedure in conjunction with the relevant partner.

·  Convene meetings with the practice’s Patient Involvement Group and liaise with members where necessary.

Information Management and Technology

·  Evaluate and strategically plan Practice IT implementation and modernisation and make recommendations for upgrades where necessary.

·  Identify areas for development and enhancement of the clinical and other systems to ensure both ease of use and optimum data quality.

·  Keep abreast of the latest development in primary care IT including DoH initiatives such as EPRs and disease coding, and regularly update Chatfield Health Care’s management team.

·  Maintain the Practice’s IT network (hardware and software).

·  To ensure the clinical integrity of the system, working with the CCG and SE CSU and any other future relevant bodies to implement their guidance.

·  Manage data quality issues, providing advice and guidance to all Practice staff in the use of the clinical system.

·  Ensure the effective running of the Practice’s IT network and email system including the management of user profiles.

·  Investigate and resolve problems in the use of computers, printers and other IT related equipment.

·  Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training.

·  Set targets and monitoring standards for data entry and data collection.

·  Ensure that Chatfield Health Care has effective IT data security, back-up, maintenance and disaster recovery plans in place

·  Liaise with the SE CSU regarding systems procurement, IT funding and national IT development programmes.

requirements of the post:

·  An understanding, acceptance and adherence to the need for strict confidentiality;

·  An ability to use own judgement, resourcefulness, common sense and local knowledge, to respond to opportunities for development of the Practice.

·  An understanding and acceptance of one’s capabilities and awareness of own limitations;

·  Ability to work without direct supervision and determine own workload priorities;

·  Excellent keyboard and computer skills;

·  Flexibility of working hours;

·  Excellent communication skills.

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.

Communication

The post-holder should recognize the importance of effective communication within the team and will strive to:

·  Communicate effectively with other team members;

·  Communicate effectively with patients and carers;

·  Recognize people’s needs for alternative methods of communication and respond accordingly;

·  Take the necessary precautions when transmitting information.

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;

·  Access appropriate training based on identified need and make effective use of training to update knowledge and skills;

·  Make effective use of learning opportunities within and outside the workplace, evaluating their effectiveness and feeding back relevant information;

·  Recognise and understand the roles and responsibilities of individuals working in the primary health care team.

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 (but will not be limited to):

·  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;

·  Reporting potential risks identified.

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.

Quality

The post-holder will strive to maintain quality within the Practice, and will:

·  Alert other team members to issues of quality and risk;

·  Assess own performance and take accountability for own actions;

·  Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance;

·  Work effectively with individuals in other agencies to meet patients’ needs;

·  Effectively manage own time, workload and resources.

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.

Notes

This is not intended to be an exhaustive list of responsibilities, and it is expected that you will participate in a wide range of activities.

Signed ………………………………………………………………….…………

Date ………………………………………………………………………………..

Manager …………………………………………………………………………..