Practice Manager - Job Description Job Title: Practice Manager Responsible to: The Partners Responsible for: All Salaried and Contracted Staff Job Purpose: Provide strategic and operational leadership and management skills to enable the Practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment. Duties and Responsibilities 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 update the Practice Development Plan, oversee the implementation of the aims and objectives Assess and evaluate accommodation requirements and manage development and expansion plans The Practice is part of Rushcliffe PCN and PartnersHealth, a partnership of all Rushcliffe GP Practices working collaboratively to deliver high quality patient care and enhance individual practice business resilience. The Practice Manager works alongside the practice management group within Rushcliffe and is expected to participate in resilience workstreams. The Practice Manager should also support and promote staff engagement with PCN/PartnersHealth meetings and initiatives as appropriate. Financial Management Manage Practice budgets and seek to maximise income Through negotiation with the commissioning bodies and NHS England, 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 Manage Practice accounts; submit periodic and year-end figures promptly and liaise with the Practice accountant Monitor cash-flow, prepare regular forecasts and reports to the partners Manage and monitor the staff payroll system, PAYE and pensions for Practice staff and maintain appropriate records Manage systems for handling and recording of cash and cheques and petty cash. Monitor QOF to ensure maximum points are achieved. Monitor and claim for income due from enhanced service claims. Human Resources Oversee the recruitment and retention of staff and provide a general personnel management service Ensure that all staff are legally and gainfully employed. Monitor skill-mix and deployment of staff Manage staffing levels within target budgets 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 appraisal and performance monitoring systems Support and mentor staff, both as individuals and as team members Maintain up-to-date HR documentation (including job descriptions, employment contracts with variances, staff handbook) in line with employment legislation Implement effective systems for the resolution of disputes and grievances Keep abreast of changes in employment legislation Organisational Convene meetings, prepare agendas and ensure distribution of minutes as necessary Develop Practice protocols, procedures, and other practice documentation. Review and update as required Ensure that Practice premises and equipment 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 Develop and review Health & Safety policies and procedures and keep abreast of current legislation Arrange appropriate insurance cover Ensure that the Practice has adequate business continuity procedures in place 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 and that the Practice complies with NHS contractual obligations in relation to patient care Act as the Practices carers champion Maintain registration policies and monitor patient turnover and capitation Develop and implement an effective complaints management and significant event reporting systems Oversee and/or organise surgery timetables, duty rotas and holiday cover together with the appointments system Routinely monitor and assess Practice performance against patient access and demand management targets Liaise with patient groups and take an active role with the Practice PPG Information Technology and Data Services Evaluate and plan Practice IT implementation and modernisation acting as the Practice contact with the contracted ICT support organisation(s), together with ensuring that there is adequate and appropriate support for the Practices systems and infrastructure Keep abreast of the latest IT developments in all aspects of primary care and regularly update the Practice team Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training Ensure that the Practice has effective IT data security and back-up regimes Liaise with the commissioning organisation(s) and NHS England regarding systems procurement, IT funding and national IT development programmes. Develop and maintain the Practices website Ensure that the Clinical software and other associated systems are used in the most appropriate and effective manner by all staff Act as the RA for the organisation Information Governance & Confidentiality Responsible as the Information Governance lead and Information Asset Owner (IAO). To assist the Senior Information Risk Owner as Liaison Officer, acting up as required Ensure that all appropriate IG records and submissions are completed to the highest standards Manage all subject access requests and ensure that these and other requests for medical information are processed and provided appropriately Ensure that all policies are up to date regarding information governance To promote and adhere to the following: 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 Equality and Diversity Support the equality, diversity and rights of patients, carers and colleagues Act in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues Behave in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights Health and Safety Act as the Practice health and safety lead Assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy Carry out timely risk assessments in all relevant work activities and undertake such activities in a way that manages those risks Liaise with the Infection Control lead using appropriate procedures, maintaining work areas in a tidy and safe way and free from hazards Ensure training, knowledge and skills are up to date and that these are used effectively To report potential risks identified and to ensure any reported risks are handles appropriately Quality Ensure the Practice meets and exceeds the standards set by the Care Quality Commission and is placed to evidence this Effectively manage own time, workload and resources Work effectively with individuals in other agencies to meet patient needs