Aspect Health Ltd

www.aspecthealth.net

Job Description Reception Manager

Mission Statement:
We promise to treat everyone as an individual, with no discrimination of race, gender, social class, religion, sexual orientation or appearance. Our patients will be treated as people, not just a medical condition or disability. We plan care which emphasises the patients individual needs, respects their dignity and their right to strict confidentiality and that care will be delivered to the highest standard. We will offer advice, support and information in order to help our patients make the right choices. We will consult with our patient group in setting our standards of care and review them periodically in the form of surveys and audits. We will share the results with our patient group and act upon them accordingly. We will publish our annual report on the surgery website.

Job Title Pay Band Hours Contract Line Manager Staff accountable to Post-holder Job Summary

Reception Manager Agenda for Change band 4 Full Time Permanent (subject to satisfactory probation) Practice Manager Patient Care Advisers (Reception/Admin staff)

The duties of the post will require the post holder to be able to act on their own initiative, within broad procedural guidelines, and without direct supervision. Ensuring effective administration systems, communication mechanisms and procedures are in place to support the work of the practice and to ensure the delivery of a high quality administration service provided on a daily basis to patients, doctors and staff. Acting as the line manager to staff on lower grades and responsible to the Practice Manager Coordinate activities within the practice reception area. Deal with practice finances and payroll Develop an in depth knowledge of the new GMS contract and assist with the implementation strategy for the Quality & Outcomes Framework Deputise for the Practice Manager during her absence and attend meetings with or in place of the manager as necessary To be responsive to practice policies, priorities and the changing needs of the service and adapt the workload as required. Assist with the recruitment and selection of staff Principle Responsibilities Maintain appointments system
Aspect Health Ltd. Registered Office: Gregan House, 1 Bates Crescent, St Helens, Merseyside, WA10 3NL Company registration no: 06600659

NHS

Establish methods to ensure accurate filing and updating of patients medical records and ensure the filing is maintained in accordance with Sustained Quality Compliance Supervise patient recall systems Manage the registration and pathology Links and liaise with Central Operations Mersey Liaise with Secondary Care, Social Services, PCT and other organisations and departments as necessary. Provide reception cover if required Attend courses as deemed necessary for the efficient running of the practice Arrange staff meetings and take and provide meeting notes as necessary Maintain inventories and arrange replacement of stocks as required. Responsible for the management of all internal stationery and supplies and recording of control stationery Ensure strict adherence to the practices computer security protocols Responsible for all petty cash disbursements and recording of Petty Cash expenditure. Checking of invoices received. Deal with all aspects of requests made by insurance and other companies for medical reports including the maintenance of the financial record Deal with all aspects of requests made by solicitors for patients medical records, including the maintenance of the financial record and ensure that the GP has perused the medical record to check whether the patient could be harmed by disclosure or third party references Ensure that, where patients have agreed to the disclosure of part or all of their medical record to a third party, informed consent has been obtained Pursue outstanding fees from solicitors and insurance companies. Ensure that all private income is recorded and reconciled with practice hospitality and paying in. Deal with recording and paying of invoices, recording of income and expenditure and balancing monthly bank statement Deal with monthly payroll including payment to Inland Revenue and NHS Pensions and staff. Recording and submission of prescriptions to the Prescriptions Pricing Authority Plan and execute the administration of the annual influenza campaign. Analyse existing working practices and suggest/implement alterations designed to ensure efficient service delivery to patients Co-ordinate routine personnel administration including the monitoring of annual leave, sick leave and ensuring that relevant legal responsibilities, systems and procedures are adhered to Ensure the filing system is maintained in accordance with Sustained Quality Compliance Managerial

Aspect Health Ltd. Registered Office: Gregan House, 1 Bates Crescent, St Helens, Merseyside, WA10 3NL Company registration no: 06600659

NHS

Line management of the staff team, through various forms of communication, including individual annual appraisal and staff team meetings To be designated Assistant Health and Safety/Fire Officer for the premises Responsible for updating, as necessary, the Policies and Procedures files as directed by the Practice Manager Deputise for the Practice Manager during her absence and attend meetings with or in place of the manager as necessary, both within and outside the surgery To support staff through conflict resolution, effective time management, workload prioritisation and individual staff development Work with the Practice Manager to identify the on-going needs for staff in accordance with Improving Working Lives. Monitor and evaluate staff performance through frequent contact with staff to ensure staff implement decisions and work within the practices policies, procedures and strategic planning Leadership Responsible for induction, training, supervision and delegation of duties for lower graded staff based at the surgery. Assist with the development of training protocols. Compilation of staff duty rota and arrangements for appropriate substitution during staff absence Promote good staff relations and motivation and act as the first line manager in the investigation of grievances Identification of staff training needs. Participate in the delivery of in-house training and assist with the facilitation of external training Co-ordinate activities within the reception area. Analyse existing work practices and suggest/implement alterations designed to ensure efficient service delivery to patients Line manage the Patient Care Advisers(reception/admin staff) and any bank/relief staff based in the Surgery. Authorise requests for annual leave, ensure adequate cover for leave and sickness Assist with personal development reviews for lower grade staff based in the surgery To be involved in the Recruitment and Selection process for vacancies which occur at the surgery To allocate workloads as appropriate to meet deadlines To work unsupervised and prioritising own workload. To use own initiative to effectively organise own work and that of the reception/admin officers based at the surgery To facilitate effective communication mechanisms with all public and professional users of the surgery either face to face, over the telephone, in writing or by electronic mediums Research and Audit Develop an in depth knowledge of the new GMS contract and assist with the implementation strategy for the Quality & Outcomes Framework
Aspect Health Ltd. Registered Office: Gregan House, 1 Bates Crescent, St Helens, Merseyside, WA10 3NL Company registration no: 06600659

NHS

Audit the Quality Outcomes Framework performance indicators and implement strategies which address shortfalls in achievement Assist with the development of the policies needed to provide the necessary evidence regarding the Organisational Domains of the Quality Outcome Framework in preparation for the QOF Assessors annual visit Develop the necessary infrastructure to meet the requirements of the individual indicators within the five domains of the Quality Outcomes Framework Communication To support staff through conflict resolution, effective time management, workload prioritisation and individual staff development Work with the Practice Manager to identify the on-going needs for staff in accordance with Improving Working Lives. Monitor and evaluate staff performance through frequent contact with staff to ensure staff implement decisions and work within the practices policies, procedures and strategic planning Co-ordinate routine personnel administration including the monitoring of annual leave, sick leave, appraisal, etc, and ensuring that relevant legal responsibilities, systems and procedures are adhered to Co-ordinate induction of new staff Attend relevant meetings and briefings, both within and outside the surgery including the patient group meetings Responsible for all petty cash disbursements Responsible for ensuring building security arrangements are suitable Responsible for the management of all internal stationery and supplies Ensure the filing system is maintained in accordance with Sustained Quality Compliance Ensure that complaints from patients are brought to the attention of the Practice Manager Data Protection Where it is a requirement of the job for the post-holder to use computers or other information technology, he/she will be required to ensure that security procedures are followed as appropriate and that confidential information for example, passwords, are not communicated to unauthorised individuals. Health and Safety All employees are required by Section 7 of the Health and Safety at Work Act to take reasonable care of their own health and safety and that of others who may be affected by their acts and omissions. General Clause This job description is not intended to be exhaustive but to indicate the main responsibilities of the post and may be amended from time to time after consultation with the post-holder to reflect the needs of the service.

Aspect Health Ltd. Registered Office: Gregan House, 1 Bates Crescent, St Helens, Merseyside, WA10 3NL Company registration no: 06600659

NHS