Medical Secretary

Job description

Job responsibilities

Job Summary

To provide secretarial and administrative support to the Practice.

Main responsibilities

To provide a high standard of word processing for all clinicians.

To provide accurate typing of letters, referrals and reports for all clinicians.

Administration and monitoring of e-RS, RSS referrals.

Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently.

Assist clinicians in the referral of patients to secondary care services.

Supporting all clinical staff with general administrative tasks, where required.

Managing administrative, email and telephone queries, taking and relaying messages in a polite and helpful manner.

Keep up to date with changes in referral systems and new proformas by reading e-mails and attending training courses.

Ensure urgent referrals are dealt with efficiently and promptly and contain all relevant information.

Ensure tasks and work-flowed items are acted upon.

Ensure correct proformas are being used by clinicians for referral processes.

Attend Practice Learning Events to keep up to date with any changes to systems and procedures.

To undertake other duties as may be required from time to time.

To work flexibly as part of a team, working extra hours as required.

To cover for colleagues due to absence or sickness.

Maintain a clean, tidy, and effective working area at all times.

Any other duties as delegated by the management team.

The above constitutes the main responsibilities of the post and may be subject to change, to meet the needs of the Practice. Any changes will be discussed prior to implementation, wherever possible.

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.

A Disclosure and Barring Service (DBS) check (previously CRB check) will be undertaken as a matter of course.

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, non-judgmental and respects the individuals 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.

Undertake mandatory and statutory training as required.

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.

Portray a professional image at all times.

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

Communicate effectively with other service providers

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.

Changes to this Job Description

The duties and responsibilities outlined in this list are neither definitive nor restrictive and

may change in details from time to time as the post develops to meet the changing needs of

the surgery.

Person Specification

Personal qualities

Essential

• Demonstrates sound judgement to resolve enquiries.
• Able to plan own workload and manage competing priorities.
• Ability to work as part of a team.
• Self-motivated and able to work on own initiative with minimum direct supervision.
• Committed to the principal and application of equal opportunities.
• Positive approach to new ideas
• Flexibility & adaptability
• Commitment to self-development.

Desirable

• Interested in/aptitude for learning new skills and taking on new challenges.

Qualifications

Essential

• GCSE Grade C/4 or above in English

Desirable

• NVQ level 3 in administration
• RSA 3
• Medical Secretary Qualification

Experience

Essential

• At least 12 months Secretarial experience preferably in a medical environment, although training will be provided for the medical aspects.
• Knowledge of medical terminology and medical read coding.
• Excellent user of Microsoft Office and general IT skills.
• Communicating with service users in a tactful and sensitive manner.
• Demonstrate an understanding of customer/patient care/ability to work with sensitive and confidential information.
• Demonstrate key functions of a secretarial role.

Desirable

• Experience of communicating with patients in a health care environment.
• Experience of the Electronic Referral software
• Knowledge of GDPR and the Access to Medical Records Act.
• Previous experience of working in a pressured environment.
• Previous experience of working within a GP practice.
• Experience of audio typing

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.

Employer details

Employer name

Trowbridge Health Centre

Address

Trowbridge Health Centre

Hammersmith Fields

Trowbridge

Wiltshire

BA14 8LW

Employer's website

https://www.trowbridgehealthcentre.co.uk/ (Opens in a new tab)