Managing the Retirement of a GP Partner
Guidance Note/Checklist for Practice Managers
This checklist is designed to guide practice managers in managing the process of a GP partner's retirement in a UK GP surgery, ensuring all necessary actions are taken to manage the transition smoothly.
1. Notice and Initial Preparations
Provide Notice to NHSE: Notify NHS England (NHSE) approximately six months before the intended retirement date to allow sufficient time for all paperwork.
Partnership Agreement: Review the partnership agreement for clauses related to the notice period, process for resignation, and any financial implications. Ensure compliance with the terms when receiving the resignation notice.
2. Contractual and Legal Considerations
Contract Holder Notification: Inform the Integrated Care Board (ICB) and Primary Care Support England (PCSE) about the impending retirement.
Review PCN Contracts: Check if the retiring GP is a named individual in Primary Care Network (PCN) contracts and make necessary updates.
Property and Mortgages:
If the premises are owned, consider engaging a surveyor for an accurate market valuation.
Consult with a solicitor to understand property clauses in the partnership agreement and any mortgage-related implications.
Notify the mortgage or loan company and arrange for the removal of the retiring partner from financial arrangements.
Lease Agreements:
Review the lease agreement and understand the formalities for dealing with the lease.
Work with your solicitor to ensure the lease is handled correctly, including any changes to named individuals.
Professional Advisors:
Engage with an accountant to review tax implications, practice reserves, and any necessary financial settlements.
The retiring partner should also consult with their accountant regarding personal tax implications.
Supplier Contracts:
Update supplier contracts, especially where the retiring GP is a named individual, including drug suppliers, telephony, and other major services.
3. Financial Management
Bank Accounts:
Notify the bank of the partnership change and adjust signatories.
Ensure continuity of cheques/BACS payments and manage online banking access.
Debt and Liabilities: Review any outstanding debts or liabilities with the accountant, including tangible assets and practice reserves.
Pensions and Superannuation:
Notify PCSE for GP pension purposes and provide earnings estimates.
Handle normal pensions notifications and forms if the partner is retiring.
4. Regulatory and Compliance Updates
CQC Registration:
Update the Care Quality Commission (CQC) registration. If the retiring GP is the Registered Manager, ensure a new manager is appointed and notified to the CQC in good time.
Indemnity and Memberships:
Review and update any practice-wide indemnity arrangements, memberships, or locum cover.
GMC Notifications:
Consider if the retiring GP is keeping or handing back their GMC registration. Notify appraisers if the GP is moving practice or area.
Performers’ list:
Mark as leaver and ensure retiree knows to check themselves, especially if they wish to work as a locum for example.
5. Operational Offboarding
IT Systems:
Remove the retiring GP’s access to practice IT systems, including Smartcards, pathology numbers, NHS email accounts (retiree can maintain access but needs to “leave” the practice) and inboxes on clinical systems.
Medicines Management:
Inform the Medicines Management Team of the GP's departure to update prescribing codes.
Premises Access:
Retrieve all keys, update alarm systems, and remove the GP from keyholder lists.
Staff Communication:
Inform all staff of the retirement and manage any internal changes, including reassigning the GP’s roles if necessary.
6. Communication Strategy
Patient Notification:
Develop a communication strategy for informing patients. Decide whether to notify patients in advance or retrospectively. Update the named GP on the IT system accordingly.
External Notifications:
Update local practices, pharmacies, and suppliers.
Update the practice leaflet, website, and NHS website entry.
7. Final Arrangements
Personal Items and Equipment: Arrange for the retrieval of any practice equipment used by the retiring GP.
Stationery:
Order new stationery if the practice name changes.
Leaving Event:
Consider organising a leaving event and gift for the retiring GP.
8. Post-Retirement Follow-Up
Accounts and Tax Filings:
Ensure the accountant prepares final accounts and manages any tax-related matters for the outgoing partner.
Bank Arrangements:
Finalise any temporary banking arrangements to manage outstanding payments or receipts involving the retired GP.
This checklist provides a comprehensive framework to manage the retirement of a GP partner, ensuring all legal, financial, and operational aspects are covered.
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Updated on Wednesday 6 November 2024
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