Practice Manager

Role Purpose Provide leadership and management of the staff and the business to enable the practice to meet the mutually agreed aims and objectives of the Partnership, within a profitable, efficient, safe and effective working environment. Core Duties & Responsibilities GENERAL Reporting to the Managing Partners and Responsible to the Partnership.

Direct Line Manager to

4 Operational Support Managers, Patient Services Manager, Book Keeper, HR Administrator, IT Technician and Handyman. Dual Line Management to 2 Dispensary Managers, Pharmacy Technician Manager and Nurse Manager. The role of Practice Manager is all encompassing, and it is not possible to itemise every responsibility. Overall the Practice Manager is responsible with the Partners to ensure the Practice is safe and effective in its delivery of patient care within its contracted service, using the staff and resources available to them efficiently and effectively. MANAGEMENT & STRATEGIC PLANNING Keep abreast of current affairs and identify potential opportunities and threats. Provide advice to the Partnership on all matters. Analysing data relating to clinical commissioning as appropriate and contributing to planning and organisation, both at the practice and clinical commissioning level. Contribute to Practice strategy; formulate objectives and research and develop ideas for future practice development. To make recommendations to the Partners for Practice development with regard to enhancing services and potential sources of income. Formulate objectives and develop ideas for future Practice (and potentially PCN) development. Monitor and evaluate performance of the practice team against objectives; identify and manage change. Ensuring the organisational requirements of Practice contracts with the ICB, Herts CC, NHSE et al are fully met and complied with. Supporting the Partners to develop and implement processes to achieve clinical targets of QOF and enhanced services. Develop and maintain effective communication both within the practice and with relevant external stakeholders. Assess and evaluate accommodation requirements and manage development and expansion opportunities as appropriate. Ensure Practice protocols and procedures are provided, reviewed and updated. BUSINESS CONTINUITY Ensure that the Practice has adequate Business Continuity Plan in place. FINANCE / ACCOUNTS Responsible to the Finance Lead Partner. Line Manager to the Practice Bookkeeper. Keep abreast of changes to financial and accounting practices that will impact the Practice. Ensure correct and proper financial/accounting records are maintained. Ensure correct and proper financial/accounting reports are produced (i.e. internal quarterly reports, annual accounts by the Practice Accountants). Ensure the Practice financial set-up is secure with the appropriate safeguards to prevent fraud, theft and misuse. Directly contributing to profit improvement by exploring areas for increasing income and reducing costs. Report on the financial implications of contract and legislation changes to the Partnership. Manage the Practice accounts/bookkeeping, ensuring that positive cashflow is maintained. Ensure submissions and invoices are submitted in a timely manner for all Practice contracted services to the relevant organisation or agency. Ensure the Practice receives the appropriate payments via the multiple income streams due (NHSE, ICB, County Council (Public Health), PCN et al. Ensure Payroll, PAYE and pension payments for practice staff. Overseeing the administration of the NHS Pension and Stakeholder Pension Schemes Ensure appropriate systems in place for handling and recording of cash and cheques and petty cash. Liaising with accountant, bank and business insurance companies et al as appropriate. HR Line Manager to the HR Assistant. Be current in employment law and employment/HR best practice. Provide clear direction of the complete HR process. Ensure proper staff HR records are maintained. Develop and update staff Contracts of Employment templates. Oversee the recruitment of staff. Ensure staff are legally employed. Ensure staff have the appropriate DBS clearances for their role. Ensure staff have the appropriate immunisations/vaccinations for their role. Manage staffing levels within target budgets and ensuring they are being employed efficiently and effectively. Ensure all staff are adequately trained to fulfil their role. Ensure all staff are up to date with all statutory & mandatory training. Conduct effective staff appraisal and monitoring systems. Ensure staff are supported and mentored effectively, both as individuals and as team members. Implement effective systems for the resolution of disputes and grievances. Maintain up-to-date HR documentation (including job descriptions, employment contracts and HR policies). Ensure the NHS NWRS Portal is maintained with up to date staff details. Actively engage with other Alpha PCN practices in the employment of shared staff. FACILITIES 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. Maintain and review Health & Safety policies and procedures and keep abreast of current legislation Arrange and ensure appropriate insurance cover Ensure appropriate service and calibration of practice equipment HEALTH & SAFETY Act as the Practice HSaW Officer. Ensure the Practice abides by HSaW legislation. Be current in HSaW legislation affecting the Practice. Ensure Practice HSaW policies are up to date. Ensure Practice Risk Assessments are up to date. Ensure individual maternity and DSE Risk Assessments are undertaken when appropriate (nominally via the HR Assistant). IT Line manager to the IT Support. Manage and oversee the evaluation of and plan practice IT implementation and modernisation Manage and oversee the latest development in primary care IT and disease coding Manage and oversee the motivation, support and monitoring of staff in the use of IT; organise, oversee the organisation of and evaluation of IT training Manage and oversee setting of 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 ICB regarding systems procurement, IT funding and national IT development programmes. Ensure the Data Security & Protection Toolkit (DSPT) Toolkit is submitted annually. Maintain the practices website and social media. CQC To be one of the two

Practice CQC Registered Managers

A CQC Registered Manager has statutory, clinicalgovernance and operational responsibility for ensuring the Practice complies with the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 and delivers safe, effective care. Ensure the Practice CQC registration is maintained and updated with changes to the Partnership. To submit statutory Notifications to the CQC when required. To ensure the Practice meets the requirements of the CQC Single Assessment Framework (ie is safe, effective, caring and well-led). To prepare and lead the Practice during CQC inspections. PCN MANAGER Responsible to the PCN Clinical Director (CD). Act as the PCN Manager in line with the PCN Network Contract DES, and Alpha PCN Practice PCN Network Agreement. Advise and assist the CD with their duties and responsibilities. In acting as the

PCN Lead Practice

To Ensure the organisational requirements of the PCN DES contracts are fully met and complied with. To Support the PCN practices and CD to develop and implement processes to achieve PCN clinical targets (ie IIF). PCN finances are managed effectively, and funds are distributed correctly and in a timely manner. Develop PCN budgets and financial systems . Present financial forecasts and budget reports for the PCN . Ensure financial risks are recognised and discussed within the PCN Liaise with the accountants and CD to produce year-end Income & Expenditure accounts. Ensure appropriate monthly / quarterly accounts information is provided to PCN practices. Liaising with the ICB and payment agencies regarding queries with payments. Ensure the monthly ARRS Reimbursement form is submitted PCN staff resources are managed effectively. PCN sub-contracts and Risk Sharing Agreement (et al) are in place and managed effectively. Communicate effectively with other PCN practices and stakeholders on all matters. Project manage new and developing service change within the PCN. ADMINISTRATIVE AND OTHER DUTIES Undertake other duties within your competencies. Work across all Practice sites.