Davidsons Mains Medical Centre
5 Quality Street
Edinburgh, EH4 5BP
Tel: 0131 336 2291

Job Title: Practice Manager

Grade: Dependent on experience

Salary Scale: Dependent on experience

Location: Davidsons Mains Medical Centre

Contract Duration: Permanent

Hours: Full Time Post

Closing Date: Monday 16 April 2018

Davidsons Mains Medical Centre isa 3-partner practice situated in North-West Edinburgh with a patient list of around 5,600. We are a ‘Vision’ (clinical system) practice.

An accomplished, proactive leader is required to join a happy team in a friendly, dynamic medical practice. A proven track record of motivating and leading a team of dedicated staff is essential.NHS experience (preferably in General Practice) would be advantageous but not a pre-requisite however management experience is vital. Essential attributes include HR skills, sound IT skills and financial astuteness in addition to excellent leadership and organisational skills which are suited to the rapidly changing environment of General Practice.

Teamwork is fundamental to the Practice ethos and we strive to provide excellent care for our patients in every aspect of our work. If you are committed to achieving excellence through teamwork and would like to bring an innovative and forward-thinking approach to General Practice then we would like to hear from you.

If you are interested please apply directly to Practice Manager. An application form will be sent to you and this should be completed and returned along with CV and covering letter.

Job description and Person Specification can be sent separately if required.

DO NOT USE NHS LOTHIAN ONLINE APPLICATION FORM

Liz Kecheran

Practice Manager

Email:

Job Title:Practice/Business Manager
Grade:Dependent on experience
Salary:Dependent on experience
Hours of Work:To be confirmed, working in agreement with the Partnership over a five-day week
Responsible to:The Partnership – Dr P S McGuigan, Dr J Ewen & Dr N Clancy
Responsible for:All office staff and clinicians
Location:Davidsons Mains Medical Centre, 5 Quality Street, EH4 5BP
1. Job Purpose
To take management responsibility for the efficient, effective and safe management of Davidsons Mains Medical Centre. To provide a high quality, professional reception and administrative service at all times to patients, doctors, staff, colleagues, health service professionals and others.
To act as the first point of contact for patients who contact the Practice, ensuring their well-being at all times and to portray the Practice in the highest possible professional basis.
To ensure all statutory requirements are in place and to work closely with NHS Lothian.
2. Dimensions
  • 3 x GP Partners
  • Weekly Locums (to cover 5 sessions)
  • 1 x Practice Manager
  • 1 x Assistant Practice Manager
  • 2 x Nurses
  • 2 x Phlebotomist/Receptionists (1 currently training for HCA)
  • 1 x Medical Secretary/Receptionist
  • 2 x Receptionists
  • 1 x Data Entry (coding)
Attached Staff: District Nursing Team, Health Visiting Team, Midwife, Pharmacist, Link Worker
3. Role of Department
The primary role of the Practice is to provide high quality and responsive Primary Care General Medical Services to all patients registered with the Practice between the house of 8am to 6pm Monday to Friday (3 x Early Morning Surgeries on Wednesdays 7am-8am ‘Extended Hours’). In achieving this, the GP Partners, Practice and Practice staff work closely with other health professionals and colleagues both within and out with the Practice and with health professionals in the Secondary Care sector. The Practice acts as the Primary interface for patients between Primary Care services and those provided by Secondary Care and other service providers.
4. Key Result Areas
Partnership Secretary
  • Compile the agenda for partnership meetings ie, management/financial/clinical etc
  • Convene, attend, participate in and be responsible for organisation of meetings and minute taking when required
  • Organise and participate in staff meetings (practice, partners, clinical & PLT)
  • Arrange all financial controls and reports
  • Arrange confidential partnership matters (ie, partnership loans, agreements, partners’ salaries, partnership contracts and retainers)
  • Arrange all administration regarding the Health Board
  • Act as management adviser to the Partners
The Partners
  • Instruct Registrars and medical students in Practice management
  • Personally support the Partners in matters relating to management
  • Be responsible for adequate medical cover and arrange Locums when necessary
  • Remind Partners of agreed NHS Practice policies and statutory & contractual requirements
  • Arrange regular audit, diary and clinical meetings, including the invitation of appropriate consultants or health professionals
  • Act as Human Resources Manager to the Partners
  • Manage/oversee the GP annual holiday chart
  • Update partners with CPD information
Human Resource Management
  • Manage the selection and recruitment and advertising of staff, clinicians, locum GPs
  • Organisation of Locum cover for holidays and sick leave
  • Recruit and maintain an efficient and cost-effective level of staffing
  • Induct new staff, clinicians and locums
  • Ensure all staff have up-to-date Job Description and Contract of Employment
  • Maintain up-to-date HR documentation (employment contracts/policies) keeping in line with legislation
  • Keep abreast of changes in employment legislation and good practice
  • Manage an effective staff appraisal/personal development scheme and any resulting training or disciplinary procedures
  • Instigate and arrange a staff training programme
  • Encourage all staff to use NHS LearnPro online training modules
  • Create Induction programmes for new starts (to include work experience students)
  • Arrange BLS (basic life support) and Anaphylaxis training events annually
  • Manage staff sick leave and annual leave keeping accurate records
  • Respond to unexpected absences by staff members and acting accordingly
  • Ensure staff cover/adjust rotas is adequate in the event of sickness and annual leave so that level of service is maintained
  • Communicate agreed Practice Policies and Procedures to staff and introduce systems to support such policies
  • Ensure that all staff are aware of the importance of protecting any confidential information about patients, doctors or colleagues
  • Encourage team working and development
The Patients
  • Deal with patient complaints
  • Supervise the updating of practice leaflets and notices and ensure that appropriate information is available for patients
  • Manage Practice Website regularly keeping information up-to-date for patients
  • Manage Practice Leaflet twice a year keeping information up-to-date for patients
  • Support the staff in any difficult situations with patients
  • Embrace change and encourage partners to enhance changes for the good of patient care
General Management
  • Ensure compliance with all NHS contract obligations and statutory & legal regulations
  • Effect and maintain Practice insurance policies; public and third party liability, employers’ liability, premises and equipment
  • Ensure security of personnel and property
  • Be responsible for supplies, both medical and administrative
  • Manage premises/buildings, repairs, decorations, fixtures and fittings, gardening and maintenance of exterior in conjunction with partnership decisions
  • Maintain high standards of hygiene
  • Arrange systems management of the computer, all aspects of training, development, applications and integration
  • Deal with incoming/outgoing correspondence/e-mails etc
  • Liaison with LHB, CHP for Health Board matters
  • Ensure Practice is up-to-date with all new developments
  • Update of Practice Website (twice yearly or instantly if things change)
  • General office administration and reception cover if necessary
  • Ensure LHB Practice Contractual & Statutory Proforma requirements are met
  • SEA (Significant Event Analysis) – participate in workload. Manage annual review
  • Complaints – ensure an efficient and effective complaints procedure is in place. Respond to queries and requests for assistance in an efficient and courteous manner, answering general enquires and explaining Practice Policies
  • Manage monthly Practice Meetings
  • Manage alarm systems and oversee the opening and closing of premises
Finance & Accounts
  • Management of Practice Finances and maximising practice income
  • Monitoring income from NHS and other sources
  • Submitting claims at earliest opportunity to maximise practice income
  • Cost saving exercise / monitor practice expenditure
  • Liaise with Practice Accountant to produce annual audited accounts
  • Prepare and present financial plans
  • Manage and supervise Practice ledgers, petty cash, bank reconciliation, cash flow forecasts, and income (fees and allowances and maximise private income) and expenditure plans
  • Advise on and manage the drawings of the partners and appropriate salary scales for staff
  • Manage of all staff salaries / Pay-As-You-Earn (PAYE) and National Insurance (NI) and NHS pension contributions
  • Manage practice bank accounts to ensure adequate cash flow etc.
  • Ensure efficient financial procedures are in place including fraud policy
  • Submit accounts for all non-GMS work, supervising the Administrator in certain aspects of this work
  • Oversee Invoicing and outstanding accounts
  • Produce a detailed quarterly breakdown of income and expenditure and agree budgets for the Practice
  • Use current system or introduce new ideas of Payroll accounts software
Information Technology
  • Server Management, security, back-up, downloading and the installation of approved LHB programmes and software
  • Ensure back-up tapes are maintained and sent for verification checks
  • Vision and associated clinical recording systems
  • Liaise with Vision, Docman etc when required
  • Train, supervise staff on required aspects of IT
  • Manage the day-to-day Vision appointments book, applying and modifying GP templates and planners, clinical searches, data recording, download and other upgrades as necessary. Knowledge of Windows, excel, PowerPoint, internet, e-mail, accounts and payroll software. Systems administration
  • Implement effective IT data security/disaster recovery plan
  • Ensure IT security is maintained, providing regular reminders to staff & update training
Clinical Governance and Performance/Quality Management
  • Monitor Vision screening Chronic Disease management patient lists
  • Oversee the management of call/recall patient lists
  • Vision Bluebay reports for management by clinical team and admin tasks to include medicine review lists and prescribing indicator workload
  • ECS – Emergency Care Summary – to oversee monitoring system
  • Manage other related specific and new tasks in relation to GMS contract not mentioned
  • Manage and oversee Lab results, electronic scanning of docman and mail manager regarding patient letters/results as per practice protocol
  • Manage and oversee coding values within Vision, keeping up-to-date with changes
  • Work closely with nursing team to manage Warfarin / INR workload and other clinical services so that annual audit and claims for submission to HB are accurate
  • Manage the audit programme, working closely with clinicians and staff
  • Manage the performance and quality management programme working closely with GPs, staff and external auditors as directed
  • Prespare Practice for any external inspection visits
  • Prepare practice for any training visits
  • Oversee diverting telephone system to Out-of-Hours (NHS24) and restoring divert
  • Liaise with telephone companies (BT and maintenance) when things go wrong
  • Oversee PARTNERS workload by reception team
  • Patient Confidentiality and adhering to the principles of the Data Protection Act 1998. Implementing an appropriate GDPR policy which meets legislation
  • Responding to requests for access to medical records in compliance with the relevant acts
Equipment and Machinery / Systems
  • Manage procurement of practiced equipment, supplies
  • Arrange appropriate annual maintenance for practice equipment / calibration
  • Computer system including e-mail and internet activity which are utilised as a means of communication both internally and externally
  • Scanner, fax, printers, label printers, photocopiers, laminator, audio typing equipment are maintained
Health & Safety
  • Ensure that the Practice is complying with Health and Safety legislation
  • Responsible for all aspects of Health & Safety, reporting any potential risks
  • Create/manage/update Practice H&S policy
  • Create/manage/update annual Risk Assessments
  • Create and update annual Fire Risk Safety & staff training
  • Manage weekly fire alarm testing
  • Ensure adequate systems are in place for the welfare of patients and staff
  • Investigate incidents/concerns with a view to changing policy and procedure to correct areas of fault
  • Arrange annual calibration of equipment
  • Ensure an up-to-date Business Continuity Plan is in place and is updated on a regular basis
  • Provide staff training on Business Continuity Plan and check & update the Practice ‘contingency emergency box’ and its contents are kept in date
  • Arrange appropriate building and contents Insurance cover (including public liability)
  • Ensure practice premises are properly maintained and cleaned and that correct Fire prevention systems are in place and reviewed on a regular basis
Entertaining and Social
  • Arrange any social function that may be held to mark a special Practice occasion
  • Organise any public relations exercises with outside agencies or visitors to the Practice
  • Attend any local function as deemed necessary by the Practice, during normal working hours
Confidential Matters
  • Deal personally with any confidential matter about the Practice or the Partners and reports to any official or professional body
Miscellaneous
  • Perform any duty specifically designated by the Partners as being properly the responsibility of the Practice Manager

5. Assignment and Review of Work
The post-holder’s work assignment is determined by the requirements of the Practice, GP Partners, and the patients.
The post-holder is expected to be self-directed and self motivated using their own initiative and requiring minimum input.
The post-holder’s work is subject to annual review by the Partners (appraisal system).
The post-holder must be proactive in forward planning, identifying and implementing improvements within and beyond their key result areas, anticipating and communicating future internal and external requirements.
The post-holder will participate in training and development as part of this employment and will take responsibility for own development, learning and performance and demonstrating skills and activities to others.
Post-holder will have access to confidential information relating to patients and their carers’, practice staff and healthcare workers. Practice Manager will 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.
6-month probationary period applies
6. Decisions and Judgements
The Post-holder is required to use his/her own initiative when dealing with problems and to make any reasonable and necessary decisions on events as they occur, including the following;
  • Establishing and maintaining effective lines of communication with the GP partners, receptions staff and the Primary Health Care Team.
  • Report on the financial implications of contract and legislation changes
  • Communicating clearly and effectively with staff to aid the smooth running of the Practice
  • Responding to requests or queries for support as they arise in an appropriate and timely manner
  • Prioritising workload and requests for support
  • Making the most effective use of resources available
  • Using time management skills effectively and being flexible in meeting the demands of the different aspects of the post
  • Keep abreast of current affairs

7. Most Challenging/Difficult Parts of the Job
  • Managing the many conflicting priorities that the post requires
  • Using time effectively
  • Ensuring clear protocols for the prioritisation of work (reception protocols / staff hand book)
  • Embrace change in an ever changing environment
  • Take responsibility for tasks delegated by Partners
  • Working to very tight and unscheduled deadlines
  • Ensuring adequate GP and reception cover is maintained
  • Provide a flexible approach in working hours to cover for staff on leave
  • Providing and marinating a professional and effective dialogue with patients
  • Relieve GPs of administration workload
  • Implementation of employment legislation and disciplinary procedures
  • Encourage and motivate staff in setting standards and dignity at work
  • Health and Safety – develop and review policies, ensure risk assessments are managed on annual basis and keep abreast of current legislation
  • Ensure the Practice complies with NHS contractual obligations in relation to patient care

8. Physical, Mental, Emotional & Environmental Demand of the Job
  • The post-holder is required to have keen hand to undertake his/her primary tasks
  • The post-holder is required to be methodical and work to a structure, seeing problems through to their satisfactory conclusion
  • The post-holder is required to work in a well organised and professional manner to meet the demands of the work, maintaining concentration and accuracy
  • The post-holder is required to work independently of others and to be self-determined
  • The post-holder is required to have an aptitude for dealing with potentially difficult or demanding situations

9. Knowledge, Training and Experience Required to do the Job
  • Management experience ideal but not essential
  • It is preferred (but not essential) that the post-holder is required to have NHS Primary/Secondary Care experience
  • It is preferred (but not essential) that the post-holder is required to have previously worked in a GP practice and has knowledge of the Vision Clinical System
  • Be fully competent in managing HR and systems
  • Be fully competent in managing the practice financial accounts
  • Having knowledge of staff PAYE/HMRC/SPPA
  • The post-holder must be understanding and approachable to patients and staff and be able to respond to requests
  • The post-holder must be able to communicate effectively and collaboratively across varied staff disciplines
  • The post-holder must clearly understand the importance of maintaining patient and data confidentiality
  • Microsoft Office systems including Word, Access, Excel, PowerPoint, Outlook
  • The post-holder is required to have well-developed keyboard skills

10. Job Description Agreement
This job description is not exhaustive and may be updated from time to time to reflect the on-going changes in office practice.
Job Holder’s Signature: Date:
GP Partner’s Signature: Date: