Main Purpose
To work within the Secretarial Team providing Secretarial and Administrative
Support to the practice across all sites.
Main Duties
- Type patient Referral letters & medical reports from Lexacom digital dictation system (e-referrals and private referrals)
- Process referrals and manage worklists on EMIS and ERS systems.
- Deal with patient tasks generated by GPs and others via EMIS and Docman systems.
- Scan documents onto patient notes during periods of holiday cover, Tetbury base and when workload requires via Docman workflow.
- Admissions to hospital - record details, keep whiteboard up to date
- Record deaths EMIS consultation note, registration status, record information, process death certificates and other related documentation.
- Transcribe and circulate minutes, protocols, memos etc. for clinical team as required.
- Keep up to date information, e.g. consultant details, hospital information, etc.
- Notify infectious diseases to Public Health.
- Take telephone calls and messages - ensure where possible that they are acted upon.
- Type other correspondence as requested by other members of the team. i.e. fee work/TWIMC letters.
- Keep up to date with internal emails, action Outlook emails (individual, correspondence, secretaries and Med photos), Intranet, and e-referrals. Daily scanning of emails received and average and scan urgent blood pressure results.
- Gain a basic understanding of the role of other members of the non-clinical team.
- Flexibility to work additional hours to cover colleagues is essential.
- Secretaries are expected to participate in relevant practice & team meetings, presentations and training days.
Scope of the Job:
Accuracy in recording and processing, both computer and handwritten messages is essential. The Secretary will frequently be working with medical terminology and must be responsible for gaining as much knowledge of this terminology as 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
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
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 recognises 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
- Participation in annual basic lifesaving update training
- Participation in relevant protected learning time training sessions
Quality:
The post-holder will strive to maintain quality within the Practice, and will:
Alert other team members to issues of quality and risk
- 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 recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise 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
