Job Summary
The Assistant Practice Manager role will be responsible to the Practice Manager and will manage the day to day operational and management of systems over 2 sites; ensuring that the operational and management requirements of the practice are met on a daily basis
To be responsible for 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
To oversee the Claims process for work undertaken as part of the enhanced national or local services
To have a good working knowledge of the requirements of the GP Contract especially the DES/LES/LTC/QOF specifications and clinical governance ensuring that the practice achieves maximum income where possible at all times
To provide comprehensive clerical and administrative support to both the Practice and the Practice Manager
To be highly experienced in all duties and responsibilities of a medical receptionist and serve as a primary support person to the front desk staff. The position has day to day responsibilities in the areas or work direction and instruction. You will be responsible for the effective running of the practice reception and to liaise with the Practice Manager, to ensure day to day duties are completed efficiently and effectively
To assist the Practice Manager in ensuring the Practices are CQC compliant
To ensure all Staff, clinical and non-clinical follow the Covid-19 procedures and policies
Main Responsibilities
Patient Services
- Maintain the clinical rota for Doctors, Nurses and other healthcare professionals making amendments for planned and unplanned leave.
- Arrange for Locum cover for holidays and sickness, with agreement of the Doctors or Practice Manager, and ensure that they have the appropriate subscriptions and registrations
- Arrange for administrative / receptionist temporary staff where required
- Be the first port of call for complaints, verbal, written and electronic and to investigate and provide responses to complaints where appropriate, or direct to the relevant person where appropriate.
- To manage and administer pathology results, including allocation, and actioning doctor’s subsequent requests, in conjunction with admin staff
- Supervise and manage the registration of new patients, including managing the registration link
- Medicine Management link person
- Cancer Champion person
- Ensure Covid-19 procedures are followed by staff and patients
Staff management / HR
- Ensure all practice policies and procedures are followed by staff
- Ensure systems are in place and followed to manage reception and administrative tasks, and to suggest improvements to working practices
- To advise and liaise with the Practice Manager on concerns with staffing or organisation of work
- Be a strong but approachable manager to support all staff, and effectively address their queries, problems, requests both formal and informal, along with grievance and disciplinary matters
- Request and arrange new staff logins for Windows/Emis/ICE/Smartcard and any other necessary log on relevant to role
- To provide support and advice for new staff in the use of the Clinical System
- To provide support, advice & training for current and new staff on the input of data into the system ensuring data quality guidelines are understood and adhered to.
- Ensure staff comply with confidentiality guidelines and protocols at all times
- Provide support for staff reviews as required
- To promote and build and effective reception team environment
Operations
- Be responsible for organising practice protocols
- Ensure that all administrative systems are running smoothly and recommend any necessary improvements
- To oversee the maintenance and calibration checks of practice equipment
- Responsibility for management of Patient Participation Group
Premises and IT systems
- To manage issues with the building, the equipment, and arrange and supervise repairs
- Supervise cleaners, and ensure a clean building
- To test fire alarms weekly
- Data quality through audits and informal data checks
- To provide support and training for current and new staff ensuring that data quality guidelines are understood and adhered to
- To provide support, advice and training for current and new practice staff in the use of the clinical system
- Practice administrator for clinical system
- To oversee the security and validation processes for the clinical system
- To maintain the equipment log ensuring that the CCG and practice owned equipment is readily identifiable
- To provide support and training for current and new staff in resolving simple problems with PCs and printers.
- To liaise with IT support department to resolve other hardware and software issues.
- To be first point of contact for patients who wish to access their medical record.
- Train new and existing staff as necessary on IT applications
- Be the point of contact for patients who need help accessing the website
- To ensure practice dormant computers are switched on regular (at least once a month) to ensure up to date with current software etc, and all practice Lap tops done fortnightly.
- To be responsible for health and safety, undertaking risk assessments and organising annual fire training
- To ensure that the building complies with all aspects of legislation and best practice.
GMS Contract
- Assist in the management of targets associated with GMS contract
- Knowledge of CQRS for monthly submission
- To make oneself familiar with Open Exeter in the collation and submission of childhood immunisations for target and payment purposes. Cervical and breast screening checks to ensure practice meet targets and take remedial action of practice achievements fall.
Training Practice
Primrose Bank Medical Centre is training Practice and we support medical students as well as trainee doctors.
· Carry out inductions
· Complete rota
· Work with students to complete aims and objectives
· Provide support to students and trainees where required
Administration and general
· Monitor workflow documents/referral management/tasks to ensure completion in timely manner and a consistency of actions by reception staff
· Monitor laboratory results in workflow, matching any unmatched results
· Monitor Prescription requests to ensure scripts actioned within 72 hours
· Monitor GPs workflow inboxes in times of sickness and to ensure no overdue items
· To manage staff rota’s, room allocations and requests from outside agencies for room space
· To liaise with integrated neighbourhood team where required
· Attend relevant meetings as Cancer Champion/Medicine Management Person
· To undertake any other tasks that the doctor or managers identify as required
· Organise the annual patient survey, collate results and feedback to the practice team
· Ensure that practice protocols are updated on an annual basis
· Organise quarterly significant event reviews
· Produce patient leaflets as required, ensure that existing patient information is correct and up to date and ensure that reception area and clinical rooms have a supply of leaflets
· Maintain staff and patient notice boards and TV screening for updates
· Attend Clinical Commissioning Group meetings and other relevant organisations on behalf of Practice Manager when required
Other Appropriate Duties:
- Deputise for Practice Manager in absence and to be responsible for decision making
- Provide administrative support to Practice Manager as required
- To undertake any other duties as agreed with the Practice Manager or GPs
- Maintain effective communication between practice teams to ensure a high standard of information flow within the practice
- Encourage and develop good working practices among members of staff
- To be flexible in the workplace in terms of hours worked as and when the need arises.
Health and 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:
· Using personal security systems within the workplace according to practice guidelines
· 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
· Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
· Reporting potential risks identified
· will ensure the practice meets all legal requirements relating to Health and Safety issues and has processes in place to keep accurate and necessary records relating to the following
o Staff induction programme
o Fire Drill
o Manual handling
o VDU usage
o Risk assessment
o Electrical testing
o COSHH
· Keep records of maintenance and equipment for and in the practice
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
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. Either directly or under supervision
· Contribute to the effectiveness of the team by reflecting on own and teams 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, work-load and resources
Communication
The post holder should recognise the importance of effective communication within the team and will strive to:
· Communicate effectively with other team members
· Communicate effectively with patients and carers
· Recognise people’s needs for alternative methods of communication and respond accordingly
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
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
Safeguarding
The practice is committed to safeguarding and promoting the welfare of children and vulnerable adults. It expects all employees to share this commitment. All staff members are required to undertake safeguarding training and follow safeguarding policies and procedures.
This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties which may be requested from time to time
Pay: £28,275.00-£31,200.00 per year
Benefits:
- Free flu jabs
- Free parking
- On-site parking
Experience:
- GP surgery: 2 years (required)
Work Location: In person
