Operations Manager

at  Islington Central Medical Centre

(See document in supporting information section for more details) Registrations Registrations of new patients are done efficiently such that patients are registered within 72 hours. Ensure that registration queries are dealt with in a timely and efficient manner. Deductions are dealt with in a timely and efficient manner. Work with the team to ensure that registration process for patients either online of face to face is efficient and not perceived to be obstructive.
Appointment management for GPs Plan and co-ordinate the GP appointment rota to include extended hours, additional hours and specialized clinics and ensure that this data is capture accurately by NHSE. Arrange locum cover where applicable in line with practice policies and annually agreed budget. Ensure all locums are employed within practice and CQC guidelines. Arrange access for staff to the clinical system, including smartcard access and assigning prescribing codes/roles.
Co-ordinate GP leave, study leave. Premises and Equipment Management Be first point of contact for matters related to the management of the premises. Coordinate premises and equipment management and ensure all statutory and CQC requirements are met. Maintain the practice asset register.
Co-ordinate routine checking of fire alarms; emergency lighting, heating, water safety and any other aspects to ensure safe running of surgery and CQC compliance. Co-ordinate with third party equipment suppliers including the telephone system and other clinical and non-clinical software. Coordinate the rental of rooms to outside agencies. Have a robust system in place so that the rooms are adequately and appropriately stocked and implement a system to ensure that this happens in a regular and efficient basis.
Have a system in place to ensure clinical waste is handled appropriately on a weekly basis. Health & Safety Ensure all aspects of Health & Safety are met Using appropriate infection control procedures Reporting potential risks identified. Carrying out audits and risk assessments and be responsible for ensuring that any actions are followed up. Review and update the practice Health & Safety policy to ensure compliance with CQC and statutory obligations.
Ensure staff are aware of Health and Safety/ Infection Control issues and are trained appropriately. Human Resources Induction of all non-GP staff. Maintain HR records in accordance with CQC and statutory obligations. Periodically review all HR policies to ensure compliance with statutory regulations.
To undertake all reporting activities to NHSE and the CCG as required. To support payroll and pension services as required (the provision is likely to be outsourced). Planning and implementation of administrative staff rotas in a timely manner, taking into account adequate cover for absence. To record and manage all practice staff annual leave and absence, according to practice policies.
To maintain personnel files and the staff handbooks, ensuring compliance with current employment legislation and CQC requirements. To manage issues of staff, conduct or performance according to the relevant local HR policy. To ensure all staff are up to date with relevant vaccinations and DBS checks. To ensure trainee doctors are well supported and to assist with the practice accreditation for GP and foundation training.
Trainee Management To coordinate the training programmes for all ST2 and ST3 trainees and medical students. To arrange induction, appointment schedules and IT requirements. To assist with submission of the practice training plan as required. General Management To work with the practice manager in all areas of the management of the practice.
To manage varied projects which may involve the implementation of new systems or aspects of practice development. To act as responsible lead in the absence of the practice manager. To assist with the achievement of the organisational elements within the QOF by taking responsibility for ensuring compliance with delegated indicators. To ensure effective and robust filing systems are in place throughout the practice and that appropriate retention periods are applied.
Information Technology Ensure that digital services and IT systems are optimised, to deliver a consistent level of excellent service to patients e.g. via the practice website and patient online services. Co-ordinate the practice IT system. To liaise with emis, CSU and other third-party suppliers.
To maintain adequate supplies of IT consumables. CQC and Information Governance. In conjunction with the practice manager and registered manager to: Maintain the register of CQC policies and audits and ensure that these are up to date. Have responsibility for information governance and data protection.
To submit the annual IT Governance report. 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: 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. Personal/Professional Development: The post-holder will participate in any training program 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. Completion of all mandatory and recommended training 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 team activities and making suggestions on ways to improve and enhance the teams performance. Work effectively with individuals in other agencies to meet patients needs. Effectively manage own time, workload and resources. Seek out and encourage opportunities for Quality Improvement in every aspect of the role and within the teams you lead.
You will seek out innovation and beneficial change in all areas of the business and provide constructive challenge to staff and Partners where required to seek agreed outcomes. Communication: The post-holder should recognize the importance of effective communication within the team and will strive to: Effectively and positively communicate between and across teams within the practice, to ensure a high standard of information flow, including the sharing of relevant external information. Communicate effectively with patients and carers. Coordinate various meetings that occur in the practice, liaising with invitees, sending invites, reminders and supporting documentation.
Create and coordinate agendas. Take meeting minutes and ensure timely distribution and follow up of action points. Participate in audit where appropriate. Oversee and support the role of the administration/reception and general office staff to continually improve current processes and systems.
This includes Reception, Secretarial and Administration teams and all associated functions, including patient access, appointment and triage systems, workflow and general administration, patient feedback and complaints and communication regarding services. To investigate and respond to formal complaints in conjunction with other members of the practice team, adhering to the practice complaints procedure and develop remedial action plans to prevent recurring issues. Continuously monitor the performance of the administrative service against agreed internal standards, taking remedial action where necessary. This includes but is not limited to the turnaround times for patient requests, prescriptions, document management and caller waiting times.
To develop and review organisational templates and forms. Financial To support the practice manager with some aspects of financial administration. To ensure that the procurement of supplies and equipment continues to provide good value for money. To support the monthly staff payroll process.
To manage the procurement of stationery and other non-clinical consumables Changes to Duties: The Partners reserve the right to distribute duties and functions amongst the members of staff from time to time. Staff are expected to take on additional duties, with training, and to relinquish existing duties in order to maintain the effective running of the Practice. Any such changes will always be made in consultation with the post holder

Please refer the Job description for details