Are you a New GP Practice Manager?

IMG_0033Are you a New GP Practice Manager?

What to do on your first day?

• Meet all of the doctors
• Meet all of the staff individually
• Set yourself up on payroll
• Obtain an NHS email address

What can you expect to find on your first day?

1. Piles of ‘junk’ paper and files
2. Unbanked cheques
3. Miscellaneous Cash in boxes
4. Incomplete practice accounts; not reconciled
5. No paying in books or cheque books
6. No record of passwords
7. No NHS income statements
8. Incomplete set of bank statements
9. No record of significant events
10. NHS claims not made or submitted
11. Invoices not paid
12. No complaints file
13. Out of date practice web site
14. No practice leaflet printed
15. Out of date NHS Choices web site
16. No telephone contacts list
17. No email contacts list
18. No record of payslips issued
19. Personal files for staff with no contracts or detail of salary
20. No personal files for doctors

Ten things you might have to do in your first week?
1. Set up password access to the Clinical System
2. Obtain or update your own NHS email account
3. Obtain or update your NHS Smart Card
4. Obtain authorization to cash cheques at bank
5. Obtain authorization to access banking on line
6. Obtain password for NHS Pensions Agency
7. Obtain password for Open Exeter
8. Meet all staff
9. Set yourself up on the staff payroll
10. Set yourself up on the NHS Pension Scheme

Ten things to look for in the Accounts

1. What are the regular drawings for the doctors?
2. When are invoices usually paid?
3. How are payments made to Inland Revenue?
4. How are payments made to NHS Pensions Agency
5. What regular payments are made by standing order?
6. What payments are made by Direct Debit?
7. Do you have copies of lease agreements?
8. Find the ‘file’ of bank statements?
9. Find the most recent set of annual accounts
10. What day are staff paid – you will need overtime and notes of any increments due

Six things to look for in your first month

1. Are staff contracts all up to date?
2. Has a CRB check been carried out for all staff?
3. Are protocols, policies and procedures documented for a CQC Inspection?
4. Is a rent review due with the District Valuer
5. Submit Inland Revenue returns
6. What are the methods of making claims: by email, by invoice, via Open Exeter, CQRS etc

Four things to do each Quarter

1. Submit all NHS claims due
2. Check all income received
3. Submit VAT claim – if registered
4. Check practice list size and report to doctors

Nine things to do at the end of the NHS/Financial Year

1. Reconcile all banks statements
2. Submit all claims due for the year
3. Submit any annual reports required for Enhanced Services
4. Close down payroll
5. Submit Inland Revenue Returns on line
6. Submit annual pension returns
7. Issue P60’s and annual pension statements
8. Close down CQRS/QOF
9. Gather and submit information to Practice accountants

And in doing all these things meet the doctors and staff regularly and hold a training half day once a month. All that should keep you busy and there’s a lot more that will just happen.

Six Tips for coping when it all gets too much!

1. Treat all junk mail for what it is – bin it
2. Touch paper once
3. Do not return telephone calls – they will ring you again
4. Do not meet unannounced visitors
5. The most important things are urgent
6. The least important things are not urgent


Email –


Robert Campbell

By Robert Campbell<br><img src="" alt="Robert Campbell" class="avatar" width='50' height='50'/>

Started work writing medical cards in 1966 at Staffordshire Executive Council. Have worked at Inner London Executive Council, Hertfordshire Executive Council, Lambeth Southwark and Lewisham FPC, Birmingham FPC, Dudley FPC and Wakefield FPC and Family Health Services Authority. I was seconded to the NHS Appeals Unit and have worked as a full time GP practice manager since 1992 until 2010. I was also an AMSPAR trainer at Park Lane College, Leeds. Now I work as a freelance author.

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