Appointment of a Practice Manager. Firs House Surgery and Telegraph Street Surgery. Further information for applicants

Transcription

1 Appointment of a Practice Manager Firs House Surgery and Telegraph Street Surgery FIRS HOUSE SURGERY Station Road, Histon Cambridge CB24 9NP Tel: (01223) TELEGRAPH STREET SURGERY 42 Telegraph Street, Cottenham, Cambridge. CB24 8QU Tel: (01954) Further information for applicants An outline profile of the practice The person we are seeking The principal contract terms Job description Person specification matrix April 2015

2 1. An outline profile of the practice Practice history, location and area. Firs House Surgery was established in The main surgery is located at Station Road, Histon, Cambridge CB24 9NP and the branch surgery at 42 Telegraph Street, Cottenham, Cambridge CB24 8QU. The general area in which the practice sits and the population it serves is shown below:- The list size is around 11,000. There is average deprivation and the practice population is predominantly middle class and has increased by approximately 10% over the last couple of years and continues to increase at a slow pace as many small housing developments have and continue to be built within the practice boundary The practice lies within the boundary of Cambridgeshire and Peterborough CCG. For information about the CCG please access the following link. The practice has its own website at The NHS Choices website for this practice is at

3 The Practice Premises, Partners, and their Philosophy. The partners and staff have a shared belief in the delivery of high quality, traditional personal family care. Patients interests are kept very much to the fore, and there is a strong commitment to develop patient services. The practice is accredited as a training practice and trains fully qualified doctors who have been working for some time in hospitals and who wish to undertake specialist training to follow a career in family medicine as a general practitioner. The partners recognise and promote the importance of maintaining a healthy work/life balance. The practice is a General Medical Services (GMS) practice. For more information on GMS practices visit the Department of Health (DOH) website: There are presently 6 partners:- Dr Michael Grande MB BS MRCGP DRCOG London 1981 Dr Simon Poole MB BS DRCOG London 1987 Dr Emma Baldwin MB BS MRCGP DRCOG DFFP London 1991 Dr Joanne Pritchard MB BS MRCGP DCH DRCOG DFFP Charing Cross and Westminster Medical School 1993 Dr Simon Robinson MB BS BSc London 1997 Dr Emilly Manning MB BChir (Cantab) 2008 MSc MA (Cantab) BScHons MRCGP AHEA DFSRH Presently the practice has one salaried GP: Dr Claire Aho MB ChB 1995 University of Auckland and an associate GP: Dr Juliet Usher-Smith MB BChir MA PhD MRCGP DCH DRCOG DFSRH Cambridge 2007

4 Quality and Outcomes Framework and Enhanced Services. The practice is a high achiever in terms of performance against national targets e.g. Quality & Outcomes Framework (QOF). For QOF 2014/15, the practice achieved 532 out of a maximum possible total of 545 points. The results can be found by following the link and typing Post Code of CB24 9NP and selecting Histon. The practice actively participates in a number of Local Enhanced Service (LES) and nationally Directed Enhanced Services (DES). For details on Enhanced services see the following DOH web page:- National Patient Surveys. Like all practices Firs House Surgery patients complete National Patient Surveys. For the 2014 survey, in response to the question on Overall Experience, 91% of patients described their experience of the surgery as very good or fairly good. The full results can be accessed from by this web page:- and typing in the post code CB24 9NP and selecting the Firs House Surgery. The Staff Practice Manager (full time) The new practice manager will be responsible to the partners for the effective and efficient administration of the practice and its staff. He/She will co-ordinate, lead and take responsibility for all management functions and provide an interface between staff and doctors to ensure that they can devote their time to the clinical care of their patients. The Practice Manager will be responsible for ensuring that practice income continues to be maximised from QOF, Enhanced Services and all the other income streams both NHS and Non-NHS. The practice manager is supported by a deputy practice manager. Reception and Administration Team. The reception team is supervised by a Head Medical Receptionist. Receptionists are normally the first point of contact that patients have with the practice and are responsible for the important first impression. The practice has a team of 10 receptionists who are responsible for appointment bookings and dealing with general enquiries and four medical secretaries who audio-type referral letters and also perform a number of other administrative tasks in support of the doctors. There is also a scanner who scans documents onto the patient records and a notes summariser. The reception team liaise with hospitals on behalf of patients and GPs and ensure that referral letters and other correspondence and reports are processed in a timely and accurate manner.

5 Data Processing. The practice is paper-light with all referral letters, investigation results and correspondence being scanned into the individual computer record by a scanning clerk. Blood test results are received and entered into the individual records through computer links with the hospital. The results are checked daily by the GPs. On registering with the practice, the patients paper records are summarised into their computer record within 8 weeks of their receipt. This is a vital process to ensure the correct diagnostic codes are entered so that an accurate medical record can be maintained and for the purposes of administering the QOF. Nursing Team The partners recognise the benefits of a first class nursing team and positively encourage further education and diversity. A team of four practice nurses assist the doctors in chronic disease management e.g. diabetes, asthma, and cardiovascular disease. The individual nurses have specialist interests in certain disease areas and are responsible for the running of the practice clinics providing services such as cervical smears, child immunisation, Diabetes management, Asthma management and travel vaccination. Two phlebotomists and a health care assistant complete the nursing team. Computing and Information Technology The practice is forward looking in terms of using the latest technology to improve patients services and uses the EMIS web clinical system for managing patient care. For further details on this clinical system access this link:- Pathology results arrive via an electronic link from the local hospital and once seen by GP are entered into the patient medical records. All other medical correspondence, which is not received electronically, is scanned into patient electronic medical records. Patient records are transferred in and out of the practice using the electronic GP to GP record transfer system (GP2GP). The practice is fully involved with the Choose and Book system for booking patient appointments in secondary care and maintains a very high level of referrals using this system. For further information and details on Choose and Book see: - There are 4 administrators who undertake choose and book work along with many other tasks. The practice accounts are managed using Excel spreadsheets and use the IRIS payroll systems.

6 Other Community Staff There are a number of Community Staff based at the surgery but not employed by the Practice. These include a Community Matron at Firs House and District and School nurses, and Midwife, at Telegraph Surgery. Private Services The partners also offer a range of private medical services to their patients which are outside of those covered under the agreement to provide NHS services. These include insurance medical examinations and reports. Reason for the vacancy The current practice manager is taking medical retirement. The new Practice Manager will be responsible for the daily running of the practice, for facilitating and delivering the practices development objectives and for contributing to the strategic vision of a medical team providing excellent care. Dr Michael Grande will initially be the new appointee s line manager. 2. The Person We Are Seeking The principal areas of responsibility and the qualities required of the Practice Manager can be seen from the job description and the person specification attached to this profile. In short the practice is looking for a dynamic, enthusiastic, proactive individual who has the skills, experience, energy, integrity and commitment to assist the Partners at a time of great opportunity and re-development within the NHS. Good change management skills will be essential if the practice is to deliver its strategic agenda and at the same time develop its outside interests as well as raise the profile of the practice in the community. It is preferable that the appointee has NHS or practice management experience. Candidates are expected to be experienced and competent especially in the areas of personnel management and business development. They must possess strong interpersonal and leadership skills, have business financial experience, and a sound understanding of the application of information technology to maximise business efficiency and effectiveness. They must also possess strong people management skills with the ability to delegate effectively and resolve any staff issues quickly, accurately and satisfactorily. Medical practice business development will grow in importance over the next few years and to this end the practice along with neighbouring practices are exploring the possibility of forming a federation. The new practice manager will play a role in this should it move forwards.

7 The appointee will not only be expected to have a management role and to ensure, partly by delegation, that the day-to-day running of the practice is carried out efficiently and effectively, but will be able to look beyond today s challenges, examine future proposed changes in the NHS and the Private Health Care Sector and analyse how the partners can take best advantage of them. He/she will be expected from time to time to brief the partners on the options open to them at the monthly partnership meetings. It is expected that the appointee will have the confidence to look strategically at such matters and that he/she will be regularly exploring new ways of working and suggesting options for change. The newly appointed Practice Manager will play a leading role in researching, costing, and planning such services and, once agreed by the partners, implementing them. The appointee should be able to identify with the values and philosophy of the practice and the role as outlined above. While an integral part of the team, applicants will need to feel confident enough at times to use their skills of persuasion and direction to ensure that the partners business is carried forward efficiently, effectively and profitably. At times this may mean having to guide the partners, towards a decision, or keep them focused on a decision already made. Opportunities for training, where necessary, will be given to help the person appointed develop the necessary skills and knowledge to undertake this role to the best of their ability. The partners would expect the person appointed to take up the appointment as soon as possible and within a maximum of three months i.e. before end of August 2015

8 3. The Principal Contract Terms In recognition of the standard of applicant required the partners are prepared to offer the successful candidate an annual starting salary of circa 42,000 per annum. Salary will be paid monthly and, after a satisfactory six months probationary period, will be reviewed annually. This is a full-time post. The hours required of the Practice Manager will be commensurate with the salary and responsibilities of the post, but for hourly-rate calculation purposes the weekly hours will be The person appointed may need, at times, to work longer hours to meet specific deadlines. The working days are Monday to Friday. Candidate s appointment will be subject to a satisfactory report from the Vetting and Barring Agency. Annual holiday entitlement is 25 days plus 8 days Bank and Public holidays. Up to one week can be taken as single days, and a maximum of two weeks holiday can be taken at any one time. The Practice will carry out formal appraisals at 6 months, 12 months and on an annual basis thereafter. Membership of the NHS Superannuation scheme. This is a contributory pension scheme. For details of the NHS Pension Scheme see:- There will be a standard contract and, after the initial 6 months period, the post holder will be subject to three months notice on either side.

9 4. Job Description Practice Manager (PM) 1. Overall Job Purpose The partners recognise the importance of strategic planning and implementation to ensure that the practice is able to prepare for and meet the challenges facing General Practice in the future. The PM is responsible for the efficient and effective running of the Practice and premises; the generation and maximising of income; negotiation of practice contracts for maintenance and or supplies purposes, personnel, financial, and information technology issues. The PM will support and contribute to the smooth and financially efficient running of the business, especially in the non-clinical aspects, build team spirit and provide a focal point for outside agencies. It is also recognised that the requirements of the post are constantly changing because of the current state of flux within general medical practice. The following list serves to illustrate the scope and responsibilities of the post and is not intended to be exclusive. 2. Managed by The PM will be responsible to all partners but will report to his/her line manager Dr Michael Grande on a day to day basis as required and meet weekly and as required with the partners. 3. Manages PM manages all the non-clinical staff in the practice. In respect of the Practice Nurses, the PM will manage the employment, training and resource implications of their work. For their clinical work they are accountable to the Partners. 4. Principal Responsibilities The principal responsibilities of the PM fall under the following six headings: - a. Finances. The PM will oversee all practical aspects of the practice finances to ensure transparency, and the production of financial management accounts as directed by the partners. The main responsibilities of the PM are as outlined below: - Maintain the practice accounts and accurately record receipts and payments using the accounting and payroll software. Monitor payments received from the CCG and other sources to ensure that all anticipated income is received. Monitor the Practice cash flow; payment of invoices due, reconciling bank statements.

10 Negotiate fees and charges with the Partnership Bankers and Accountants and as necessary advise on potential alternative providers. Provide detailed reports to the Practice Accountant for the preparation of the annual accounts and maintain liaison with the accountants during the course of preparation. Negotiate the provision of equipment and supplies at the most economical prices. Negotiate new or ongoing service contracts and ensure that appointed contractors meet service obligations. Monitor changes in Department of Health and CCG provisions of service and identify possibilities to maximise Practice income. Oversee the delegation of management of Petty Cash. b. Personnel Manage the Practice Primary Healthcare Team ensuring maximum efficiency and effectiveness. Undertake the recruitment and selection of new staff. Ensure that the Practice complies with employment legislation Monitor staff performance, identify training needs and undertake annual staff appraisals. Take responsibility for Grievance and Disciplinary policies and procedures. Undertake duties associated with nominated Practice NHS Pensions Officer including liaison with the NHS Pension Agency. Complete an annual review of staff salaries and make recommendations to Partners. Maintain all staff and associated records. c. Premises Ensure that the premises are kept in a good state of repair and decoration. Negotiate with the CCG on all necessary matters. Negotiate initial service contracts and renewals with potential contractors ensuring that the Practice obtains the most effective service at the optimum price. Oversee duties of Health & Safety Officer, nominated Fire Officer and Incident Control Officer. Ensure that staff and building occupants are aware of security and fire procedures and that these are correctly followed. Maintain contact as required with the other organisations which share the practice premises.

11 d. Information Technology/Information Services In close co-operation with the practice IT administrator ensure an ongoing review of the Practice Information Technology requirements. Identification of hardware and software developments which would be of benefit, making recommendations to the Partners and undertaking negotiations with the Primary Care Trust and IT suppliers. Liaison with the Practice s Clinical Systems provider and the officer within the CCG responsible for the provision of the clinical and supporting systems. Ensuring that the Practice receives the optimum service and performance from the systems and benefits from upgrades to the central system and hardware (existing and additional) available. Develop an understanding of the network architecture within the Practice and the communications systems with the Primary Care Trust such that issues and problems can be discussed with some degree of expertise. Act with the Practice Caldicott Guardian, to ensure that all are aware of the procedures and restrictions regarding Information Governance / patient confidentiality and investigate any reported breaches. Be the Practice nominated Information Officer ensuring procedures meet the requirements of the Data Protection Act and maintaining the Practice s registration. e. Quality Standards, QOF, Enhanced Services. Identify and implement appropriate improvements to quality standards and practice procedures. As Practice Complaints Officer receive, investigate and respond to complaints received from patients, Primary Care Trust or other bodies. Ensure that the GMS Contract, QOF, and Enhanced Services Reports are regularly reviewed and progress reported to Partners. Oversee the Organisational Domain of the QOF. Represent the practice s interests in the Clinical Commissioning (CCG) Group when it meets. f. General Attend partners meetings or other presentation sessions as may be decided by the partners. Ensure that the minutes for such meetings are accurate and detail the persons responsible for any follow up actions from meetings as appropriate and monitor them to ensure that such actions are carried out. To attend LCG meetings as required. Ensure effective channels of communications are maintained with and between all team members including partners, practice nurses, admin staff, attached staff and others who occupy or visit the Practice.

12 Ensure that the Practice has a current Partnership Agreement, taking legal advice as necessary, and that this is updated a necessary. Attend the Patient Participation Group meetings and assist where required. Any other duties appropriate for the post holder as determined by the partners. The Practice operates a non-smoking policy. Informal visits by prior arrangement will be welcome for those invited to attend for interview.

13 Academic/ Vocational Qualifications Experience Skills Qualities Practice Manager Person Specification. Practice Manager Firs House Surgery - Person Specification Necessary Educated to A level standard Evidence of a sound education Evidence of a commitment to continuing professional development Experience of and success at motivating and managing people in a changing environment Experience of working in teams and able to promote a team spirit Advanced IT skills including systems management and maintenance and using systems to improve practice. Financial management experience including understanding of spreadsheets book-keeping and reading of accounts. Cash flow forecasting. Strategic business planning. Ability to write business cases. Experienced in financial planning. Makes things happen Excellent communication (oral and written) and inter personal skills Ability to listen and empathise Delegation Advanced IT skills Chairmanship and co-ordination Managing upwards Good time management Problem solving Negotiating Able to manage change Networking liaison with other external agencies Facilitation Managing conflict Proactive Organised and tidy Meticulous attention to detail Reliable HR skills motivation/ performance management/ management poor performance. Including dealing with complex HR issues. A solutions focused approach Self motivating able to work with minimal direction Adaptable, innovative and able to multi-task. Enthusiasm, with energy and drive Gains respect by example and leadership Honest, caring and sympathetic Desirable Relevant practice management diploma or finance qualification or management degree Management experience in the NHS or in general practice management Proven track record in business management.

14 Other Instructions Strategic thinking with vision Good Sense of humour, approachable and personable Hard working, reliable and resourceful Willing to work flexible hours as necessary Considered, steady approach Diplomatic and tactful Non smoking environment Current driving licence Car Owner Healthy