Here is a checklist for a new GP Practice Manager. My experience in six Practices is that I was thrown in at the deep end. There were no written guidelines to follow. It was a case of find out for yourself. Learn as you go along. Here goes……
ESSENTIALS
- INTRODUCTIONS –
- TO ALL CLINICIANS (DOCTORS AND NURSES)
- TO EACH MEMBER OF STAFF
- TO ATTACHED DISPENSARY OR PHARMACY STAFF – IF ANY
- TO COMMUNITY AND PRIMARY CARE NETWORK MEMBERS AND STAFF
SURGERY ‘TOUR’
- TOUR OF THE MAIN SURGERY PREMISES
- NEAREST FIRE EXIT/EXTINGUISHER
- NEAREST FIRE ALARM POINT
- FIRE EVACUATION PROCEDURES
- BURGLAR & FIRE ALARM SYSTEMS CONSOLES, INCLUDING KEY CODES
- CENTRAL HEATING SYSTEM CONTROLS
- CCTV RECORDING SYSTEM
- PANIC ALARMS
- STAFF DOOR CONTROLS – KEY CODE
- FIRST AID BOX AND ACCIDENT BOOK
- LOCATION OF FUSE BOXES, POWER SUPPLY METERS AND WATER STOP COCK
- VISIT BRANCH SURGERY / SURGERIES – IF ANY
PERSONAL – ABOUT YOU
- CRIMINAL RECORDS REPORT OBTAINED
- SIGNED EMPLOYMENT CONTRACT RECEIVED
- ARRANGE NEW EMAIL ADDRESS
- APPLY FOR NEW OR UPDATED NHS SMART CARD
- SET UP NEW MANAGER ON PAYROLL
- PAY DAY
- JOIN NHS PENSION SCHEME – IF NECESSARY
- OBTAIN NEW MANAGERS BANK DETAILS
- ARRANGEMENTS FOR APPROVAL OF LEAVE AND OVERTIME
PERSONNEL
- EXPLAIN STAFFING STRUCTURE – CHAIN OF COMMAND (PECKING ORDER)
- EXPLAIN ROLES AND RESPONSIBILITIES
- EXPLAIN PAY SCALES (IF USED)
- GRADES & INCREMENTS
- TERMS & CONDITIONS OF SERVICE
- COST OF LIVING RISE
- NHS PENSION MANAGEMENT – OBTAIN WEB SITE PASSWORD
- INTRODUCE MANUAL OF PERSONNEL POLICIES – IS UPDATING REQUIRED
- LOCATION OF STAFF FILES – CHECK CONTENT
- EXPLAIN STAFF APPRAISAL SYSTEM
- MANAGEMENT OF GRIEVANCE AND DISCIPLINARY MATTERS
- USE OF INDEPENDENT PERSONNEL ADVICE
FINANCIAL MANAGEMENT
- AUTHORISE EXTENT OF USE OF BANK ACCOUNTS / BANKING ONLINE
- AUTHORISE EXTENT OF CASHING FACILITIES AT LOCAL BANK BRANCH
- EXPLAIN PETTY CASH ARRANGEMENTS – BANKING EXCESS CASH AND CHEQUES
- INTRODUCE TO PRACTICE ACCOUNTANT
- ANNUAL ACCOUNTS
- EXPLAIN PAYROLL & ACCOUNTS SOFTWARE AND PASSWORD ACCESS
- EXPLAIN TREATMENT OF PRIVATE INCOME
NHS CLAIMS AND SERVICES
- EXPLAIN MANAGEMENT AND MONITORING OF QUALITY OUTCOMES FRAMEWORK, ALONG WITH ANY LOCAL ADDITIONAL FRAMEWORKS
- EXPLAIN ENHANCED SERVICES AGREEMENTS
- PRACTICE BUDGET
- TIMETABLE FOR SUBMITTING NHS CLAIMS
- MANAGEMENT OF GP REFERRALS
- NHS E-REFERRAL (CHOOSE AND BOOK) SYSTEM
NETWORKING
- INTRODUCE CONTACTS FOR
- NHS ENGLAND AREA TEAM
- INTEGRATED CARE SERVICES BOARD
- PRIMARY CARE NETWORK AND FUNDING
- GP FEDERATION/ALLIANCE – IF ANY
- PRACTICE MANAGERS GROUP
- LOCAL MEDICAL COMMITTEE
- BMA AND DEFENCE ORGANISATIONS
HEALTH AND SAFETY
- HEALTH & SAFETY INSPECTION REPORT
- INFECTION CONTROL REPORT
- RISK ASSESSMENTS UNDERTAKEN – IF ANY
- FIRE DRILL RECORDS
CARE QUALITY COMMISSION
- LAST REPORT – ANY ACTION REQUIRED
- BUSINESS PLAN
- POLICIES, PROTOCOLS & PROCEDURES, ADEQUACY OF
INFORMATION TECHNOLOGY
- INTRODUCE CLINICAL SOFTWARE AND PASSWORD
- INTRODUCE PAYROLL & ACCOUNTS SOFTWARE AND PASSWORDS
- WEB SITES
- PRACTICE WEB SITE – PASSWORDS
- ACCESS TO RECORDS &REPEAT PRESCRIPTIONS APPOINTMENTS SYSTEM
- NHS WEB SITE, PCSE, CQC, PCN – PASSWORDS
- USE OF SOCIAL MEDIA SITES
PRACTICE MANAGEMENT
- MANUAL OF PRACTICE POLICIES – UPDATED?
- MANAGEMENT OF APPOINTMENTS SYSTEM
- ONLINE SERVICES – E-CONSULTATIONS, TRIAGE, USE OF TEXT AND REMINDERS
- ON-CALL ARRANGEMENTS
- MANAGEMENT OF LIST SIZE (OPEN LIST)
- FILING SYSTEM (MANUAL & INTRANET)
- PRACTICE LEAFLET
- COMPLAINTS HANDLING PROCEDURES
- ACCESS TO RECORDS POLICY
- HANDLING DIFFICULT PATIENTS AND DNA’S
- SIGNIFICANT EVENTS RECORDS
- PATIENT PARTICIPATION GROUP
- CONSTITUTION
- MEMBERSHIP, INCLUDING DURATION
- AGENDAS AND MINUTES
- PATIENT SURVEY REPORTS
- FRIENDS AND FAMILY TEST
PARTNERSHIP MANAGEMENT
- DRAWINGS AND PARTNERSHIP AGREEMENT
- PARTNERS AND OTHER GP APPRAISALS
- SALARIED GP CONTRACTS
- GP TRAINER / COURSE ORGANISER
- GP TRAINEE ATTACHMENTS/DEANERY
- LEAD PARTNERS AND SPECIAL INTERESTS
- CQC REGISTERED MANAGER & REGISTERED PARTNERS
PREMISES
- OWNERSHIP – SHARED AGREEMENT/LEASE
- RESPONSIBILITY FOR INTERNAL REPAIRS, DECORATION AND MAINTENANCE
- RESPONSIBILITY FOR EXTERNAL REPAIRS, DECORATION, MAINTENANCE AND GARDENING
- RENT REVIEWS & SERVICE CHARGES PAID
- SERVICING AND MAINTENANCE OF EQUIPMENT
- SERVICE CHARGES / RENTS RECEIVED – IF ANY
PRIMARY CARE NETWORK
- MEMBERSHIP AND LEVEL OF INVOLVEMENT
- FUNDING
- APPOINTMENT OF ARRS STAFF
