Job Description. Head of Contracting. Deputy Head of Contracting. Senior Contracts Manager. Assistant Contracts Manager

Transcription

1 Job Description Job Title: Senior Contract Manager (Primary Care) Reference No: Organisation: NHS Vale of York Clinical Commissioning Group Department: System Resources and Performance Team: Contracting Base: West Offices, Station Rise, York, YO1 6GA Band: To be banded indicative band 7 Organisational Relationships: Responsible to: Accountable to: Responsible for: Deputy Head of Contracting Executive Director of Systems Resources n/a Organisational Chart Head of Contracting Deputy Head of Contracting Senior Contracts Manager Assistant Contracts Manager Job Role Summary The Vale of York CCG s contracting team is responsible for developing, managing and monitoring a portfolio of contracts with the providers of healthcare to the local population with a value circa 300m. These contracts are with providers throughout the health sector, including Primary Care, Acute, Mental Health, Community and Out of Hospital, Transport, the Voluntary sector and Any Qualified Provider (AQP). The post holder will be responsible for the contract management of a portfolio of contracts and provider relationship management on behalf of the CCG. The role ensures that the day to day contractual management is managed and that the CCG requirements from contractual performance reviews are delivered. This role also provides the detailed contractual analysis of performance and provides informed reporting to CCG colleagues to support decision making in relation to the management of contracting issues.

2 The CCG has delegated responsibility to directly manage Primary Care contracts and therefore a key aspect of this role will involve acquiring the contract management responsibility from NHS England to directly manage the GMS, PMS and APMS contracts and payment systems. In addition, the post holder will be responsible for the GP Out of Hours Contract, the GP prison service contract, and the Local Enhanced Services (LES). This role will also involve managing a wider portfolio of contracts with providers which operate in other sectors of the health service, other than Primary Care. This role will be fundamental in implementing the Five Year Forward View and General Practice Forward View (GPFV) through developing new models of contracting to enable and support the transformation and establishment of an Accountable Care System (ACS) as necessary to ensure local health services are sustainable in the future. This will involve working closely with Primary Care colleagues and other health sector representatives to identify the opportunities for change and working together to contract in ways that maximise the use of available resources. In addition to developing strong relationships in Primary Care and NHSE England, the post holder will work closely with the Head of Transformation for Primary Care services and matrix work with colleagues in the Analytics, Finance, Transformation and Delivery and Quality teams. Key Relationships The post holder will have key relationship with the following teams, departments and organisations: Transformation and Delivery Analytics Finance Quality Procurement Primary Care NHS England Acute Providers Community and Out of Hospital Providers Other CCGs Core Functions Contract Negotiation & Management Negotiate, monitor and review a portfolio of contracts with Providers based on contract models including the National NHS Contract, GMS, PMS and APMS. As the CCG moves towards new models of contracting, other types of contracts will be negotiated and applied, such as the MCP and PACS models. Co-ordinate / plan contract negotiations for the designated portfolio of contracts, ensuring robust systems are in place to secure year on year improvement in quality, outcomes and value for money from contract performance; 2 P a g e

3 Develop agreements that match planning assumptions in accordance with national directives, policy changes and local aims, ensuring contracts are robust and incorporate all legal and technical requirements; Contract negotiation support through expert knowledge of wider provider landscape and leverage opportunities; Establish lead and associate contract arrangements for the contract portfolio, liaising with other commissioners as required; Provide contractual advice on options for significant service change or the establishment of new services, and where appropriate work with the Procurement Service on the tendering process; Capture lessons learned, provide analysis on previous years performance, and incorporate into future negotiation processes; Effectively apply contractual levers to raise contract queries and breaches formally, and manage these to a satisfactory resolution; Provide support as required in service specification development, redesign and service improvement discussions to help ensure that the best value for money and highest quality health services are secured within the available budget; Contract Performance Management Provide an expert and complete overview of provider performance, including contracted areas such as quality, cost and volume, as well as a focus on wider quality and assurance issues, including patient experience and mortality rates; Hold providers to account through the provider performance framework, leading the systematic review and challenge process for the contracts held, ensuring the routine use of benchmark data and performance against key planning assessments to drive improved performance; To translate all provider data sources into one consolidated CCG provider report, highlighting key risks; Contribute towards the production of monthly reports, outlining the performance against quality, operational, financial and performance targets, identifying areas of risk, providing recommendations for corrective action, and where appropriate co-ordinating the initiation of contract performance tools; Monitor the operational and clinical performance of contract portfolio that supports the delivery of safe and effective services, efficient use of resources, value for money, achieves business objectives of the CCG and works to continuously improve; A requirement to interface with clinical, finance and information colleagues to investigate and resolve breaches, audits and actions and manage a disciplined process, including queries, performance notices and issuance of warnings against terms of the contract; Support CCG colleagues at provider meetings. Provider Relationship Management 3 P a g e

4 Foster excellent relationships with Providers engendering honest and open communication and mutual respect between clinical commissioners and providers. Develop partnership working approaches across providers and partner organisations Actively develop and manage relationships with providers which ensures they are held to account for delivery; Engender a culture of respect in relationships between parties, fostering good relationships which enable mutually beneficial outcomes; Work closely with clinicians, healthcare providers and third sector organisations, and other agencies to develop a shared vision that encourages innovation and continuous improvement in service design; Engender a sense of system wide ownership of QIPP delivery across providers; Provide CCG colleagues with necessary data and information to inform and support key provider relationships and meetings; Information Analyses complex activity, performance, financial, and clinical information from a range of sources to inform contracting decision making; Work with the Analytics team to undertake detailed capacity planning and contract monitoring; Review contract monitoring information to ensure payments to providers are accurate through a rigorous process of validation and where appropriate, raise activity or financial challenge; The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the post holder. Management and Leadership Responsibilities Communicate with colleagues and clinicians at all levels using all available methods of communication in a clear, concise and easy to understand way in relation to specialist contracting and technical issues, which are likely to be complex in nature. Responsible for developing, implementing and managing effective communication strategies associated with the range of contracting processes and outcomes; Establish and maintain close working relationships with providers to ensure effecting and collaborative contracting; Draft written responses to a range of contracting queries (including MP, patient letters and Freedom of Information (FOI) requests), liaising with service providers and the CCG complaints team as required; Act as a point of contact for general contracting queries from within and outside of the CCG, ensuring written and verbal responses are provided in line with local and national commissioning frameworks / rules (e.g. national contracts / responsible commissioner guidance / treatment of overseas visitors / thresholds policies / payment by results); 4 P a g e

5 Effectively manage a designated portfolio of contracts and own workload with minimal supervision; Develop, provide and interpret monthly reports relating to contract trading positions which may be of a statistical nature and require the application of complex formulae for the portfolio of designated contracts. These reports may contribute to Board reports where there are contract management issues which need to be escalated to the Executive team or Governing Body by exception; Responsible for the direct line management of the Assistant Contracts Manager. This includes allocating and checking work, reviewing work performance, supporting the initial stages of discipline and grievance issues, if required; carrying out appraisals, and ensuring that this member of staff is appropriately trained. The post holder may also from time to time be required to sit on Recruitment Panels. From time to time, there will be a requirement to sit on Procurement Panels. Planning and Organisational Responsibilities Plan and prepare the agenda for contract management board meetings with providers held on a regular basis; Lead the annual contract planning process for the designated portfolio of contracts; Contribute to the strategic planning of commissioned health services for the local population, and ensure appropriate and effective contracts are developed to ensure effective services are provided. This is likely to be complex in nature and lead to significant health service reform. Policy and Service Development Responsibilities Involved in the implementation of the GPFV through developing, negotiating, monitoring and managing effective contracts upon which health system reform will be supported and achieved; Contribute towards local policy development to transform health services through contracting for effective payment models, Key Performance Indicators (KPIs), and information flows Research and Audit Responsibilities Research new contracting models to support the transformation of services including the Out of Hospital Transformation Agenda; Research relating to hospital alternative health models and pathways to develop key performance indicators and funding models for inclusion within contracts. Liaising and responding to internal and external audit requests and enquiries; Arranging and being involved in audits may be required where assurance is required in relation to compliance with provider contracts; Validation of activity and payments; 5 P a g e

6 Managing Resources Responsibilities Supervise work undertaken by the Assistant Contract Manager as appropriate; Ensure accurate and appropriate payments to Providers. Education and Training Responsibilities Responsible for developing personal skills and development as necessary to perform in the role to a high standard. Standard Paragraphs It is the responsibility of each member of staff to maintain confidentiality at all times. Staff must be aware of and adhere to the provisions of the Health and Safety at Work Act and to ensure their own safety and the safety of colleagues and patients. Mandatory training requirements that are relevant to the post must be decided during Personal Development Review and a training plan developed. Staff should be aware of their individual responsibilities under the Equal Opportunities Policy and ensure that they adhere to the provisions of the policy. This job description is not meant to be exhaustive. It describes the main duties and responsibilities of the post. It may be subject to change in the light of developing organisational and service needs and wherever possible change will follow consultation with the post holder. Safeguarding Children Under section 11 of the Children Act 2004 all NHS staff must ensure that their functions are discharged with regard to the need to safeguard and promote the welfare of children (Working Together to Safeguard Children, DCSF 2013). All staff need to ensure, as part of their work with children and families and with adults who are parents or carers who are experiencing personal problems, that the needs of the children are considered and that where necessary they are assessed and appropriate referrals are made. Staff need to be aware of the relevant parts of What To Do If You re Worried A Child Is Being Abused (DfES 2006) It is incumbent on all staff to ensure that they undertake child protection / safeguarding children training as per Safeguarding Children and Young people: roles and competences for 6 P a g e

7 health care staff Intercollegiate document September 2014 and their own organisation s Safeguarding Children Learning & Development Framework. %20Roles%20and%20Competences%20for%20Healthcare%20Staff%20%2002%200%20%20 %20%20(3).pdf Safeguarding Adults Under sections 42 to 47 of the Care Act (2014) chapter 14 of the statutory guidance states: Safeguarding means protecting an adult s right to live in safety, free from abuse and neglect. It is about people and organisations working together to prevent and stop both the risks and experience of abuse or neglect, while at the same time making sure that the adult s wellbeing is promoted including, where appropriate, having regard to their views, wishes, feelings and beliefs in deciding on any action. Professionals should work with the adult to establish what being safe means to them and how that can be best achieved. All staff must comply with mandatory training requirements and ensure that adult safeguarding is embedded as an essential part of their daily practice. Safeguarding is everyone s business and staff within the organisation have a particular responsibility to ensure all safeguarding concerns are responded to effectively and efficiently in accordance with the local Safeguarding Adults Board Policy and Procedure _ _Care_Act_Book.pdf 7 P a g e

8 Person Specification Qualifications / Knowledge Experience Essential Educated to postgraduate/graduate diploma level in relevant subject or significant experience of working at a similar level in specialist area A strong working knowledge of national commissioning frameworks / policy e.g. GP Forward View, Five Year Forward View, Payment by Results, patient choice, responsible commissioner guidance, provision of healthcare to overseas visitors, NHS Data Dictionary etc Knowledge of the NHS contracting, commissioning, business cycles, operating framework and NHS infrastructure and governance Understanding of the NHS Act (2012) and the aims of current healthcare policy Knowledge of the local health and social care priorities and issues from commissioner and provider perspectives Experience in NHS contracting. Experience in establishing new contractual arrangements with healthcare providers. Working knowledge of NHS Standard Contracts, SLA s Grant Agreements, Primary Care contract (PMS, GMS, APMS). Experience of provider performance improvement Experience of interpreting complex information, distilling key messages and themes and Desirable Evidence of recent and ongoing professional learning. Experience of Primary Care Contracting Experience of Primary Care Contracting 8 P a g e

9 Skills / Competencies presenting a position and options Strong negotiating and influencing skills. Ability to manage a diverse portfolio of contracts Strong performance management skills Strong analytical and numeracy skills. Confident in acting in a lead role in contract negotiations. Knowledge of the NHS contracting and commissioning cycle. Ability to produce accurate and concise reports. Good basic mathematical skills to be able to check, analyse and forecast contract activity and finance. Competent in the use of Microsoft office software [Word, Excel, PowerPoint and Outlook]. Ability to note / record key issues and actions from commissioning / contracting meetings. Ability to work under pressure and manage own workload. Approachable team player. Political awareness. Ability to work credibly with clinical colleagues from primary and secondary care and with managerial colleagues from commissioned providers. Experience in supervising staff 9 P a g e

10 Ability to innovate, and to assess and adopt best practice from elsewhere. Willing to work within given policies and parameters where required. Ability to adapt and develop local contracting and commissioning policies where required. Respect for patient confidentiality. Ability to influence others. Ability to teach / coach and support others in contracting skills. Experience of managing a team without direct line management Ability to delegate effectively Ability to teach / coach and support others in contracting skills. 10 P a g e

11 Job Risk Profile Details of Risk Level This role involves: Yes No Rare Occasional Frequent Examples Lifting Weights / objects between 6 15 kilos Lifting weights / objects above 15 kilos Using equipment to lift, push or pull patients / objects Lifting heavy containers or equipment Running in an emergency Driving alone / with passengers / with goods Invasive surgical procedures Attending meetings with healthcare providers, other commissioners, NHS England and GP practices on a regular basis Working at height Concentration to assess patients / analyse information Analysis of information and reading/interpretation of complex guidance and contractual requirements. This requires long periods of concentration. 11 P a g e

12 Details of Risk Level This role involves: Yes No Rare Occasional Frequent Examples Response to emergency situations To change plans and appointments / meetings depending on the needs of the role Clinical Interventions The Contracting Team has to respond to changing national or organisational strategic or operational requirements. There is a need to respond and adapt accordingly in line with provider issues, as procurement decisions are made, and service transformations are implemented. Informing patients / family / carers of unwelcome news Caring for terminally ill patients Sharing unwelcome news to staff/ clients as required. This could include disciplinary/grievance matters or in relation to contract negotiations. Dealing with difficult family situations Caring for / working with patients with severely challenging behaviour Typing up of minutes / case conferences As required if admin support not available Clinical / hands on patient / client care 12 P a g e

13 Details of Risk Level This role involves: Yes No Rare Occasional Frequent Examples Contacts with blood / bodily fluids Exposure to verbal aggression Exposure to physical aggression Exposure to unpleasant working conditions dust / dirt / fleas Exposure to harmful chemicals / radiation Attending the scene of an emergency Food preparation and handling Working on a computer for majority of work Core requirement of the role Use of road transport Driving to meetings with healthcare providers, other commissioners, NHS England and GP practices on a regular basis 13 P a g e