Job summary
As a
medical secretary you will be responsible for undertaking a wide range of
secretarial and administrative duties and the provision of administrative
support to the multidisciplinary
team.
Working up to 22 hours per week over three days:
Monday: 8.00-16.30 or 9.00-17.30
Wednesday: 8.00-16.30 or 9.00-17.30
Friday: 8.00-16.30 or 9.00-17.30
Main duties of the job
Duties can include, but are not limited to, the processing of both electronic and hard copy information in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).
You will have busy but varied days which is well supported by a friendly team and a cup of tea!
About us
The surgery is a long-established General Practice providing a quality family doctor service for our patients in the Hope Valley. We are committed to working in a supportive and courteous manner in partnership with our patients.
Our aim is to provide the highest quality health care available to all our patients, with a well-trained and highly motivated primary health care team.
Job description
Job responsibilities
The following are
the core responsibilities of the Medical Secretaries:
-
Typing
letters, reports and associated documentation as required.
-
Liaising with external agencies such as
hospitals and community services ensuring referrals are processed efficiently.
-
Managing all enquiries in an effective
manner
-
Maintaining an accurate referrals
database
-
Actioning all incoming emails
-
Processing calling letters as requested.
-
Scanning of patient related documentation
and attaching scanned documents to patients' health care records as necessary.
-
Inputting data into the patient's
healthcare records as necessary.
-
Processing referrals using the electronic
referral system (ERS)
-
Processing requests for information i.e.
SAR, insurance/solicitor's letters and DVLA forms.
-
Clinically coding data onto EMIS
-
Answering incoming phone calls,
transferring calls, or dealing with callers request appropriately.
-
Managing all administrative queries as
necessary
-
Summarising patients' medical records.
-
Carrying out system searches as requested
-
Maintaining a clean, tidy, effective
working area always
-
Supporting all clinical staff with
general administrative tasks as requested.
In addition to the primary
responsibilities, the Medical Secretary may be requested to:
-
Partake in audits as directed by the
audit lead.
-
Produce meeting agendas and record the
minutes of meetings.
-
Support reception staff, providing cover
during staff absences.
- Complete opening and closing procedures
in accordance with the duty rota.
Job description
Job responsibilities
The following are
the core responsibilities of the Medical Secretaries:
-
Typing
letters, reports and associated documentation as required.
-
Liaising with external agencies such as
hospitals and community services ensuring referrals are processed efficiently.
-
Managing all enquiries in an effective
manner
-
Maintaining an accurate referrals
database
-
Actioning all incoming emails
-
Processing calling letters as requested.
-
Scanning of patient related documentation
and attaching scanned documents to patients' health care records as necessary.
-
Inputting data into the patient's
healthcare records as necessary.
-
Processing referrals using the electronic
referral system (ERS)
-
Processing requests for information i.e.
SAR, insurance/solicitor's letters and DVLA forms.
-
Clinically coding data onto EMIS
-
Answering incoming phone calls,
transferring calls, or dealing with callers request appropriately.
-
Managing all administrative queries as
necessary
-
Summarising patients' medical records.
-
Carrying out system searches as requested
-
Maintaining a clean, tidy, effective
working area always
-
Supporting all clinical staff with
general administrative tasks as requested.
In addition to the primary
responsibilities, the Medical Secretary may be requested to:
-
Partake in audits as directed by the
audit lead.
-
Produce meeting agendas and record the
minutes of meetings.
-
Support reception staff, providing cover
during staff absences.
- Complete opening and closing procedures
in accordance with the duty rota.
Person Specification
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
Desirable
- Experience of working in a healthcare setting
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policy and procedure
Desirable
- EMIS/SystmOne/Vision user skills
- Electronic Referral System user skills
Other Requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Maintain confidentiality at all times
Qualifications
Essential
- GCSE English (C or above) and at least three others
Desirable
- Educated to A-level/equivalent or higher, with relevant experience.
- AMSPAR qualification.
- NVQ Level 2 in Health and Social Care
Personal Qualities
Essential
- Polite and Confident
- Flexible and cooperative
- Motivated
- Initiative and judgment
- Forward thinker
- Problem Solver
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Person Specification
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
Desirable
- Experience of working in a healthcare setting
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policy and procedure
Desirable
- EMIS/SystmOne/Vision user skills
- Electronic Referral System user skills
Other Requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Maintain confidentiality at all times
Qualifications
Essential
- GCSE English (C or above) and at least three others
Desirable
- Educated to A-level/equivalent or higher, with relevant experience.
- AMSPAR qualification.
- NVQ Level 2 in Health and Social Care
Personal Qualities
Essential
- Polite and Confident
- Flexible and cooperative
- Motivated
- Initiative and judgment
- Forward thinker
- Problem Solver
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
