Practice Business Manager

Job summary

To manage the Practice in an efficient and cost effective manner and to provide leadership and motivation to members of the Practice, whilst looking forward for new opportunities for the Practice and maintaining existing income streams

Dimensions

The Business Manager will have overall responsibility for the leadership and operation of the Practice and work with senior staff members to ensure that the day to day running of the Practice is carried out safely, efficiently and effectively and that all staff members work as a cohesive team. They will provide directional support to all members of the Practice and the extended Primary Care Team.

The Business Manager will need to look further than today’s challenges and keep abreast
of changes within the NHS, in particular relating to Primary Care Networks, Neighbourhoods, NHS organisational structures, and changes to ICBs and other local Trust organisations. The Business Manager will enjoy strategic thinking and exploring new ways of working.

Responsibilities

Liaison

• Liaise with Sussex ICB and NHS England et al to ensure the Practice is represented at meetings and in committees when it is to the advantage of the Partnership
• Attend PCN/Locality meetings and Practice Management meetings as required

Practice organisation

• Attend, lead and contribute as necessary to monthly Partners’ and senior staff meetings. Ensure that meeting decisions are recorded and acted upon
• Support and plan in house training events in collaboration with the Practice Manger
• In conjunction with Practice Manager, lead on any regulatory reviews

General medical services

Responsible for compliance with GMS contract, audits and reports

Quality and outcomes framework

Co-ordinate work relating to the Quality and Outcomes Framework to ensure that requirements are met, prevalence maintained and increased where appropriate to do so and maximum points attained where ever possible. Lead and coordinate end of year returns, prepare for and lead any CCG/NHS England reviews or probity visits

Enhanced services, projects, pilots, income opportunities

• Responsible for evaluating all new enhanced services and locally commissioned services for profitability and, viability as they are offered. Responsible for ensuring such services are delivered in the most cost effective way if accepted
• Deliver a programme of review, to ensure NES, DES, LCS remain profitable
• After evaluation and agreement, ensure that the Practice signs up, submits bids where appropriate and profitable for the Practice to do so, for ICB and Neighbourhood projects, pilots and new income opportunities
• Monitor contracts and undertake monthly, quarterly, annual claims as required in a timely manner. Ensure that associated evidence and audit requirements are completed

Strategic planning

• Work with Partners to review and develop the business plan, and maintain the emergency plan. Contribute to the Practice strategy, searching out new opportunities and evaluating the feasibility of proposed objectives. Ensure that objectives are implemented and reviewed
• In conjunction with the Partners and the business plan, develop and implement any change necessary to meet new demands on the practice from internal or external sources
• Plan co-ordinate and monitor staff activities to ensure efficient service to patients and support to doctors. Stay fully informed of national, regional and local developments in primary health care
• Develop and maintain effective networking working relationships with key organisations and stakeholders to ensure the Practice is well placed to take advantage of any opportunities for development as they occur
• Take part in workshops as invited by the ICB, NHS England, LMC and other bodies to ensure that the practice keeps abreast of developments in the NHS
• Manage the practice in line with aims and objectives agreed with the Partners

Federating opportunities, Primary Care Networks

• Develop commissioning process with the Partners. Identify existing resources and services and determine how we can use our in-house skills as providers for CMG and on behalf of, or with other providers
• Ensure that medicines management work streams for the Medicines Optimisation Scheme (MOIS) are implemented if well remunerated
• As part of CHAMP, assist in analysing referral patterns by using current referral data to facilitate discussions on alternative pathways
• Attend meetings with the WSPMS and Champ PCN Group to keep abreast of emerging NHS organisational developments

General administration

• Ensure Practice protocols and procedures are regularly revised and kept up to date and assist in the training of staff
• Initiate and participate in development of effective systems of communication and co-operation between doctors, staff and other members of the primary health care team
• Review the electronic filing system, and put in place effective systems to streamline and reduce duplication. In conjunction with the Practice Manager embrace opportunities for digital transfer of information
• Be responsible for dissemination & action of all patient safety alerts. Maintain effective systems for monitoring compliance with these alerts
• Be responsible for collection and collation of statistics, prepare reports and undertake research as required and the submission of annual and ad hoc reports to both internal and external NHS agencies

Complaints and significant events

• Dealing with complaints from patients is primarily the responsibility of the Practice Manager, but the Business Manager will review procedures and outcomes with the team as required
• The Business Manager will undertake analysis of significant events and ensure they are reported, acted upon and learning outcomes implemented. The Business Manager will present annual review of significant events to the Partnership and management teams

Practice finances

NHS

• The Practice Manager is responsible for the day to day administration of general accounts, payroll and pensions. The Business Manager will have an overview of how these operate and should be able to undertake basic payroll and relevant submissions to cover the Practice Manager in absences
• The Business Manager is responsible for overseeing the accounts, determining Partners’ drawings and ensuring that annual budgets are established and monitored
• The Business Manager will report key financial budgets lines for discussion with Partners on a quarterly basis
• The Business Manager will review Iris profit and loss accounts and meet with the Practice Manager on a monthly basis to review forecasts and any budgetary concerns
• Through the Practice Manager the Business Manager should ensure all VAT returns are submitted in a timely manner. The Business Manager will have an understanding of what services and procedures attract VAT in conjunction with support from the Accountant
• The Business Manager will support the Practice Manager with end of year accountant submissions and queries
• The Business Manager is responsible for all E/S and LCS claims submissions, QOF submission, CQRS and any annual or ad-hoc financial bids
• The Business Manager should have an understanding of the implications of changes to contractual obligations and recognise any new financial opportunities that arise and ensure the Practice is well placed to take advantage of these
• The Business Manager will seek to maximise income, explore and develop potential income streams from opportunities that may arise
• Develop appropriate bids for resources as required for submission to the ICB, NHS England and the Kent, Sussex and Surrey Deanery
• The Business manager will liaise with Accountant, Bank Manager, NHS Sussex and NHS England as required

Private Income

• The Practice undertakes a range of work, which is not part of the NHS, such as research, medicals, travel injections and private certificates
• The Business Manager will be expected to take an active part in monitoring and enhancing these income streams
• The Business Manager will work with the PCRN to evaluate possible research projects and to explore the possibility of getting involved with industry studies
• The Business Manager will look to explore and develop new incomes streams

Human resources and management of staff

• Through the Practice Manager, ensure all staff are recruited in line with latest legislation and staff employment policies and contracts are reviewed and updated to reflect necessary changes
• In conjunction with the nominated Partner, undertake appraisal of the Practice Manager as well as any other staff deemed appropriate by the Partners
• Review and sign off all appraisals
• Support the Practice Manager with HR issues, taking a role in any information gathering and/or disciplinary processes as required
• Undertake induction for all clinical members of staff on practice business, to ensure awareness of all key income streams and where to records information
• Undertake analysis of staff performance utilising both quantitative, qualitative data, to ensure staff are providing an equitable, high quality safe service
• In conjunction with the Practice Manager ensure all Practitioners have a fair allocation of workload and that tasks are equably distributed and completed
• Recognise potential and nurture staff development in line with Practice business plans, through training, education and in house promotion where appropriate

Management of premises

• Identify and obtain resources for major Improvement schemes
• Work with Partners, developers and the ICB, NHS England to acquire potential future premises. Work up proposals and submit PIDs as required

Information technology

• To take the lead in the planning and implementation of IT projects
• Assess and adopt new General Practice digital tools as required that may benefit both clinical and non clinical staff in the performance of their duties
• Develop and implement usage of digital platforms, be it social media or website development to promote health programmes, manage workload and to engage with working age patients and students
• Contribute to the achievement of an integrated clinical audit programme and any other aligned ICB funded initiatives than may emerge
• Develop consistency of S1 clinical system usage, assessing new programmes and functionality, to assist in uniformity of clinical and non clinical data entry capture
• Ensure completion and compliance of the annual Data Security and Protection Toolkit (DSPT)
• To take lead responsibility for the facilitation of specific clinical audit projects, including Quality and Outcomes Framework (QOF), Apex system and CQRS
• Ensure the Practice complies with the latest legislative changes and liaise with the ICB re IT bids, upgrades
• Ensure compliance with necessary upgrades of relevant software/clinical data systems
• Work with Systems Administrator to ensure S1 updates are added to clinical tree as required and develop templates and protocols to capture clinical data as required

Patient services

• Lead in the planning, development and implementation of systems and procedures for managing new patient services
• Develop and undertake a patient survey on an annual basis, ensuring action plans are developed and implemented before the next review
• Initiate and participate in new policies and procedures with partners to aid and improve practice organisation and provision of services to patients

Health and safety

• Ensure compliance with legislation relating to health and safety with the Practice Manager
• With the Practice Manager develop a risk management strategy, institute and organise health and safety policies and procedures

Management of dispensary

• Explore all opportunities that keep capitation stable for the dispensary
• Support the Dispensary Manager, negotiate contracts with suppliers and pharmaceutical companies
• Undertake and ensure compliance with the Dispensing Quality Review Scheme Programme (DQRS)
• Support the Dispensary Manager to ensure PPA claims are accurate and submitted in a timely manner

Additional information

Equality and diversity

• The post-holder will support the equality, diversity and rights of patients, carers and in colleagues, to include:
  • Acting in a way that recognises 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 that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights

Practice policies and procedures

• The post-holder will be expected to comply with all relevant Practice policies and procedures

Personal/professional development

• The post-holder will participate in any training programme implemented by the practice as part of this employment as well as undertaking an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Confidentiality

• 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

Requirements

Experience

• Strong leadership and team management abilities
• Problem-solving mindset and ability to adapt
• Excellent organisational, planning and analytical skills
• Project management
• Financial literacy and budgeting experience
• Strong communication and interpersonal skills
• Good knowledge of NHS and primary care systems (e.g. SystmOne) and data management
• Experience in leadership or management (healthcare or equivalent)

Desirable

• Degree or professional qualification in business, healthcare management, finance or related field
• Experience working within general practice or NHS settings
• Qualifications in HR, project management or NHS governance
• Proven financial and operational management experience. (NHS jobs)

About us

• We are recruiting for a Practice Business Manager in the historic cathedral city of Chichester, West Sussex
• We are a dispensing practice with a list size of around 14,000
• We currently have 3 partners and in total 9 doctors
• Two paramedics, one ANP, nursing team and a clinical pharmacist
• Practice Manager and leads in multiple departments

Benefits package

• NHS pension
• 6 weeks annual leave excluding bank holidays
• Free parking
• Referral EAP scheme