Job summary We are looking for an experienced Practice Manager as our current manager is looking to retire after 37 years. Main duties of the job The post holder will have responsibility for the smooth, efficient and profitable running of the Practice, and for maintaining a happy and committed team. About us We are a large G.P. Practice with 11,000 patients and work across 2 surgery sites. There are 4 G.P. Partners and 2 Salaried G.P.s. We are a Training Practice and currently have 3 G.P. Registrars We have a full complement of Nursing Staff, Admin Staff and Allied Health Professionals. Date posted 17 January 2025 Pay scheme Other Salary Depending on experience None Contract Permanent Working pattern Full-time Reference number A5444-25-0001 Job locations The Greenwood Practice 89 Gubbins Lane Romford RM3 0DR The Greenwood Practice 106 Ardleigh Green Road Hornchurch Essex RM11 2LP Job description Job responsibilities JOB TITLE: Practice Manager RESPONSIBLE TO:Partners of the Practice Job Summary: Responsibility for the smooth, efficient and profitable running of the Practice, and maintaining a happy and committed team. Areas of Responsibility: Practice Administration Ensure the surgeries run efficiently: oMake sure that all tasks are completed in a timely manner by the appropriate member of staff: Repeat Prescriptions, including via Online Services Referrals EReferral Service Scanning Data Entry Mail Manager Path Links etc NHS Mail Incoming Post, including courier service Dealing with patients on phone and at the desk Patient Registration Ensure there is adequate staff cover during periods of annual leave and sickness. Arrange Interpreting Services as required. Staff Matters With practice Partners, take responsibility for recruiting and selection of staff. Ensure contracts of employment are provided to all staff and that employment legislation is followed. Keep job descriptions and person specifications up to date. Organise staff training as necessary, either by externally organised courses or by arranging in-house training as appropriate Undertake annual appraisals of reception and admin staff. With practice Partners, deal with any staff grievance or disciplinary matters Check registration of clinical staff, CRB checks, Hep B. Status Keep up to date with Employment Law Ensure Practice Employment policies and procedures are comprehensive and up to date Produce and apply Practice policies, standards and guidance; discussing with other members of the team how these will affect their own work Finance Pay any excess cash or cheques into the bank account. On a monthly basis, produce information for Bookkeeper to produce staff Wages On a monthly basis, make appropriate payments to NHS Pension Agency Deal with NHS Pension Scheme queries, e.g. estimates, withdrawals On a monthly basis, produce Partners Drawings and arrange bank payments to them. Scan bills to be paid to Bookkeeper who will arrange payment Check bank statement and produce reconciliation on a monthly basis. Prepare accounts for submission to Practice Accountant at year end Invoice NHS England/ICB on a monthly/quarterly basis for all Enhanced Services. Monitor areas of practice expenditure to ensure maximum efficiency. Secretarial Take notes at Practice Meetings and distribute as appropriate. Typing of reports and other correspondence when needed. Provide support during periods of annual leave, e.g. emailing and typing urgent documents. Patients Manage the Practice Complaints Procedure, including: oInitial response to Patient oLiaison with clinician whenever possible oDiscussion at Practice Meeting oFinal Response to Patient in a timely manner Ensure patients are informed of any changes Ensure practice information is up to date in waiting room (e.g. brochures etc.) and on website. Keep Practice Leaflet up to date. Assist Clinicians in Clinical Audits e.g. computer searches of drugs, patient groups Health and Safety Liaise with Partners and practice team to ensure: oThe building is maintained in a safe and secure condition oPotentially dangerous or hazardous areas are brought to the attention of everyone oAll staff receive Health & Safety Training oRisk assessments are undertaken oRegulations are adhered to including use of accident book, COSHH and RIDDOR Computer Ensure the Practice Computer systems are up to date with GMS guidelines/clinical audits and any other downloads which are vital for the Practice to reach maximum QOF achievement. Ensure that all EMIS and other IT dependant Practice systems are up to date, e.g. Path & Mail Links, Cyberlab, Oversee and ensure regular maintenance of system in conjunction with ICB IT Department. Organise Training Needs Assessments for all staff and arrange any necessary training, updating and refresher courses as appropriate. Induct new staff in using the clinical system with reference to QOF and Practice protocols. Keep up to date with EMIS website information. Attend IT training as required and disseminate learning to all staff including clinical members. Keep IT Disaster Rescue Plan up to date. Complete Information Governance Toolkit on an annual basis, ensuring that the practice complies with requirements. Ensure Smartcards are available to all staff and ensure protocols are adhered to. Ensure patients addresses and contact details are regularly verified, in conjunction with appropriate staff. Keep up to date with Electronic Prescription Service (EPS), including identifying changes in working practice and amending standard operating procedures. Keep up to date with On Line Patient Services, including identifying changes in working practice and amending standard operating procedures. Ensure the Practice is compliant with Data Protection legislation Liaise with EMIS Helpline, ICB Helpline and engineers as required. Care Quality Commission Ensure the practice meets the 28 outcomes of the regulations. Provide any necessary evidence GMS Contract QOF Achievement Enhanced Services Identify areas for action to achieve QOF points and report these to clinical staff. Ensure call and recall systems for all contract disease areas are being implemented. Assist Clinicians in maintaining disease registers in order to maximise prevalence. Check data quality within clinical audit as needed and sort out discrepancies. Ensure that all staff use appropriate Sno Med Codes for QOF purposes. Participate in any audits required for QOF and Prescribing purposes. Liaise with clinicians and assist in the management and delivery of all chosen National, Local and Directed Enhance Services. Liaise with clinicians and assist in the management and delivery of Prescribing and PCN/ICB Incentive Schemes. Enter and retrieve data from CQRS as needed. Audits and Searches Define target groups, monitor and maximise uptake of regular, seasonal or any other ad hoc immunisation campaigns. When requested, give search/audit information on the practice to the PCN/ICB or any other HA official, subject to partners approval. Provide information for members of the practice team undertaking projects/audits. Communication Ensure efficient internal and external communication, being a point of contact with the Primary Care Organisation and other external bodies Recognise the importance of effective communication within the team; communicating effectively with other team members, patients and carers and recognising the need for alternative methods of communication and responding accordingly Organise internal meetings of doctors and staff and attend other meetings outside of the practice as required Liaise with outside agencies, including local hospital, NHS England, PCN, ICB and local organisations Attend PCN Locality meetings with Lead G.P. Premises, Equipment and Stock Ensure all equipment is in a good state of repair, safe and reliable. Arrange annual testing and calibration of equipment. Arrange repair of any faulty equipment as required Order supplies of vaccine, equipment, stationery etc as needed. Negotiate prices and discounts for all items purchased. Checking supplies received against invoices Be responsible for security, repairs, insurance and maintenance of premises Balance supplies of vaccines at month end and submit claims to the NHS Prescription Authority 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 To undertake any other duties as may reasonably be requested by the Partners Job description Job responsibilities JOB TITLE: Practice Manager RESPONSIBLE TO:Partners of the Practice Job Summary: Responsibility for the smooth, efficient and profitable running of the Practice, and maintaining a happy and committed team. Areas of Responsibility: Practice Administration Ensure the surgeries run efficiently: oMake sure that all tasks are completed in a timely manner by the appropriate member of staff: Repeat Prescriptions, including via Online Services Referrals EReferral Service Scanning Data Entry Mail Manager Path Links etc NHS Mail Incoming Post, including courier service Dealing with patients on phone and at the desk Patient Registration Ensure there is adequate staff cover during periods of annual leave and sickness. Arrange Interpreting Services as required. Staff Matters With practice Partners, take responsibility for recruiting and selection of staff. Ensure contracts of employment are provided to all staff and that employment legislation is followed. Keep job descriptions and person specifications up to date. Organise staff training as necessary, either by externally organised courses or by arranging in-house training as appropriate Undertake annual appraisals of reception and admin staff. With practice Partners, deal with any staff grievance or disciplinary matters Check registration of clinical staff, CRB checks, Hep B. Status Keep up to date with Employment Law Ensure Practice Employment policies and procedures are comprehensive and up to date Produce and apply Practice policies, standards and guidance; discussing with other members of the team how these will affect their own work Finance Pay any excess cash or cheques into the bank account. On a monthly basis, produce information for Bookkeeper to produce staff Wages On a monthly basis, make appropriate payments to NHS Pension Agency Deal with NHS Pension Scheme queries, e.g. estimates, withdrawals On a monthly basis, produce Partners Drawings and arrange bank payments to them. Scan bills to be paid to Bookkeeper who will arrange payment Check bank statement and produce reconciliation on a monthly basis. Prepare accounts for submission to Practice Accountant at year end Invoice NHS England/ICB on a monthly/quarterly basis for all Enhanced Services. Monitor areas of practice expenditure to ensure maximum efficiency. Secretarial Take notes at Practice Meetings and distribute as appropriate. Typing of reports and other correspondence when needed. Provide support during periods of annual leave, e.g. emailing and typing urgent documents. Patients Manage the Practice Complaints Procedure, including: oInitial response to Patient oLiaison with clinician whenever possible oDiscussion at Practice Meeting oFinal Response to Patient in a timely manner Ensure patients are informed of any changes Ensure practice information is up to date in waiting room (e.g. brochures etc.) and on website. Keep Practice Leaflet up to date. Assist Clinicians in Clinical Audits e.g. computer searches of drugs, patient groups Health and Safety Liaise with Partners and practice team to ensure: oThe building is maintained in a safe and secure condition oPotentially dangerous or hazardous areas are brought to the attention of everyone oAll staff receive Health & Safety Training oRisk assessments are undertaken oRegulations are adhered to including use of accident book, COSHH and RIDDOR Computer Ensure the Practice Computer systems are up to date with GMS guidelines/clinical audits and any other downloads which are vital for the Practice to reach maximum QOF achievement. Ensure that all EMIS and other IT dependant Practice systems are up to date, e.g. Path & Mail Links, Cyberlab, Oversee and ensure regular maintenance of system in conjunction with ICB IT Department. Organise Training Needs Assessments for all staff and arrange any necessary training, updating and refresher courses as appropriate. Induct new staff in using the clinical system with reference to QOF and Practice protocols. Keep up to date with EMIS website information. Attend IT training as required and disseminate learning to all staff including clinical members. Keep IT Disaster Rescue Plan up to date. Complete Information Governance Toolkit on an annual basis, ensuring that the practice complies with requirements. Ensure Smartcards are available to all staff and ensure protocols are adhered to. Ensure patients addresses and contact details are regularly verified, in conjunction with appropriate staff. Keep up to date with Electronic Prescription Service (EPS), including identifying changes in working practice and amending standard operating procedures. Keep up to date with On Line Patient Services, including identifying changes in working practice and amending standard operating procedures. Ensure the Practice is compliant with Data Protection legislation Liaise with EMIS Helpline, ICB Helpline and engineers as required. Care Quality Commission Ensure the practice meets the 28 outcomes of the regulations. Provide any necessary evidence GMS Contract QOF Achievement Enhanced Services Identify areas for action to achieve QOF points and report these to clinical staff. Ensure call and recall systems for all contract disease areas are being implemented. Assist Clinicians in maintaining disease registers in order to maximise prevalence. Check data quality within clinical audit as needed and sort out discrepancies. Ensure that all staff use appropriate Sno Med Codes for QOF purposes. Participate in any audits required for QOF and Prescribing purposes. Liaise with clinicians and assist in the management and delivery of all chosen National, Local and Directed Enhance Services. Liaise with clinicians and assist in the management and delivery of Prescribing and PCN/ICB Incentive Schemes. Enter and retrieve data from CQRS as needed. Audits and Searches Define target groups, monitor and maximise uptake of regular, seasonal or any other ad hoc immunisation campaigns. When requested, give search/audit information on the practice to the PCN/ICB or any other HA official, subject to partners approval. Provide information for members of the practice team undertaking projects/audits. Communication Ensure efficient internal and external communication, being a point of contact with the Primary Care Organisation and other external bodies Recognise the importance of effective communication within the team; communicating effectively with other team members, patients and carers and recognising the need for alternative methods of communication and responding accordingly Organise internal meetings of doctors and staff and attend other meetings outside of the practice as required Liaise with outside agencies, including local hospital, NHS England, PCN, ICB and local organisations Attend PCN Locality meetings with Lead G.P. Premises, Equipment and Stock Ensure all equipment is in a good state of repair, safe and reliable. Arrange annual testing and calibration of equipment. Arrange repair of any faulty equipment as required Order supplies of vaccine, equipment, stationery etc as needed. Negotiate prices and discounts for all items purchased. Checking supplies received against invoices Be responsible for security, repairs, insurance and maintenance of premises Balance supplies of vaccines at month end and submit claims to the NHS Prescription Authority 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 To undertake any other duties as may reasonably be requested by the Partners Person Specification Qualifications Essential Educated to good secondary standard Desirable Practice Manager qualification would be advantageous Experience Essential Previous experience as a Practice Manager is required Knowledge of CQC and QOF Standards Person Specification Qualifications Essential Educated to good secondary standard Desirable Practice Manager qualification would be advantageous Experience Essential Previous experience as a Practice Manager is required Knowledge of CQC and QOF Standards Employer details Employer name The Greenwood Practice Address The Greenwood Practice 89 Gubbins Lane Romford RM3 0DR Employer's website https://www.thegreenwoodpractice.co.uk/ (Opens in a new tab)