Digital, QOF & Maintenance Manager in Harrow

To support the Practice Manager and Partners in the delivery of high quality primary care by managing the day to day administrative and IT systems within the practice. Undertake all necessary contract administration to ensure that the Practice maximises its income from the Quality and Outcomes Framework and enhanced services contracts. To oversee the claims process for work undertaken as part of enhanced national, local and PCN services.

Responsibility for the day to day management of all administrative staff and associated functions ensuring all functions are carried out in accordance with agreed procedures, protocols and time-scales. Reporting to the Practice Manager as necessary. Managing annual and ad hoc maintenance and health & Safety checks of the premises.

Main duties of the job

• Act as the practice lead for EMIS Web, providing system administration, user support and training for clinical and non-clinical staff.
• Maintain IT systems, including hardware, software, printers, telephony, backups and electronic links, liaising with external suppliers to resolve issues.
• Design and run clinical searches, reports and audits to support operational performance, QOF, enhanced services and contractual requirements.
• Support delivery of QOF and Enhanced Services through recalls, monitoring, reporting and claims to maximise achievement and practice income.
• Assist the Practice Manager with IT strategy, digital developments, system improvements, equipment asset management and business continuity.
• Process insurance, medico-legal and third-party medical report requests via iGPR, ensuring consent, confidentiality and compliance with GDPR and relevant legislation.
• Deputise for the Reception Manager and Practice Manager when required and support the day-to-day operational management of the practice.
• Maintain compliance with information governance, health and safety, infection prevention, CQC maintenance requirements and practice policies.
• Communicate effectively with patients, colleagues and external organisations, contributing to service improvement, audits, training and continuous professional development.

About us

Simpson House Medical Centre is a well established NHS GP practice committed to providing high-quality, patient-centred primary care to our local community. We offer a comprehensive range of NHS services, including general medical care, chronic disease management, childhood immunisations, cervical screening, vaccinations, health promotion, and preventative healthcare.

Our multidisciplinary team consists of GPs, nurses, healthcare assistants, pharmacists, physician associates, care coordinators, social prescribers, administrative and reception staff, all working collaboratively to deliver safe, effective and compassionate care. We embrace innovation and digital healthcare solutions to improve patient access and enhance the quality of services we provide.

As an active member of our Primary Care Network (PCN), we work closely with neighbouring practices and NHS partners to deliver integrated services that meet the changing needs of our patient population. We are committed to continuous improvement, professional development, and maintaining the highest standards of clinical governance, patient safety and information governance.

At Simpson House Medical Centre, our values are centred on treating every patient with dignity, respect and compassion, while providing accessible, responsive and high-quality healthcare to the community we serve.

Job responsibilities

• To become the practice expert in all aspects of the clinical system (EMIS Web) and be able to train other users, both clinical and non-clinical, in the best use of the system.
• Investigate and resolve problems in the day-to-day use of computers, printers and other IT related equipment, including the Practice telephone system.
• Design and run searches and reports as defined by the partners and/or the practice Manager.
• Daily administration of system backups and electronic links to the pathology laboratory and local health bodies.
• To be the first point of contact with the helpdesks of the clinical and other system suppliers.
• Identify areas for development and enhancement of the clinical and other systems to ensure both ease of use and optimum data quality.
• Assist in the installation and configuration of hardware and software.
• Report to the practice manager any significant events relating to the IT systems.
• Assist the practice manager in the on-going development and implementation of the practices IT strategy and act as the practice co-ordinator for IT hardware.
• To maintain an equipment log ensuring that CCG and practice owned equipment is readily identifiable.
• Monitor the Practice telephone system and deal with issues, should they arise i.e. report line faults.
• Ensure compliance with all Data Protection Legislation.

Quality and Outcomes Framework & Enhanced Services

• Have a thorough understanding of the Quality and Outcomes Framework (QOF) and in conjunction with the lead Partner and Practice Manager ensure that standards are achieved.
• Responsible for the administration of non-clinical QOF.
• Assist with the co-ordination of clinical QOF.
• Set up, implement and monitor appropriate recall processes and procedures in order to maximise QOF achievement.
• Work alongside the Practice Manager in the implementation of any enhanced national or local services ensuring effective processes are in place for recording and monitoring progress and achievement.
• Monitor enhanced services throughout the year and audit progress to ensure income is maximised and targets are met.
• Support the claims process for any enhanced services i.e. run appropriate searches, populate claim forms.

Practice Management Support

• Deputise for the Reception Manager and Practice Manager in his/her absence.
• Keep the Practice Manager updated at all times regarding staffing, organisation of work and issues affecting the practice.
• Attend management meetings and Partnership Meetings as appropriate to provide feedback to the Practice Manager and Partners.

Medical Reports (iGPR)

• Process and manage medical record requests received via the iGPR platform, including insurance, medico-legal and other third-party requests.
• Ensure requests are handled in accordance with GDPR, the Data Protection Act 2018, Access to Health Records legislation, and practice policies.
• Verify patient consent where required, prepare records for GP completion, monitor progress, and ensure responses are issued within statutory and contractual timescales.
• Liaise with GPs, solicitors, insurance companies and other authorised organisations to resolve queries and provide updates on outstanding requests.
• Maintain accurate records of requests, payments, and completed reports, ensuring confidentiality and information governance standards are upheld.

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.

Health & Safety

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include:

• Using personal security systems within the workplace according to practice guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
• Reporting potential risks identified.
• Booking annual CQC compliant maintenance audits and keeping a log of maintenance and arranging visits from the handyman.

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of peoples 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 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 programme 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.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

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.

Communication

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members.
• Communicate effectively with patients and carers.
• Recognize peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services

The post-holder will:

• Apply practice policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audit where appropriate.