Medical Secretary

Job description

Job responsibilities

The following are the core responsibilities of the medical secretary / administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

• To provide an efficient audio, copy typing and word processing service for GPs and clinical team as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner

• Plan and prioritise office workload, take appropriate steps to manage incoming and outgoing requests according to agreed timescales and deadlines.

• To be responsible for safeguarding the confidentiality of all information to which the post holder has access

• To assist the Practice Business Manager and Practice Operations Manager administrative support including producing agendas, minute taking, reports etc
• To make appointments, bookings and admissions as required
• To complete and maintain an efficient electronic patient referrals service
• To scan and import clinical letters / information using the practice electronic information system to patient records
• To code clinical letters according to the practice protocol
• Keep up to date with local pathways for referrals and use appropriate referral tools
• To maintain smooth running of e-referral data, A&G, rejected referrals, 2WW etc
• To perform audits of 2WW referrals
• To apply read codes on referrals to enable effective searching
• To maintain/import and archive referral forms/practice documents within SystmOne templates
• To maintain up to date skills and knowledge, and an awareness of patient-led service issues.
• To support the training of staff in the practice process of referrals
• To implement new procedures / work flows relating to own area of work ensuring that other staff members are informed of any important changes in practice policy
• To liaise with colleagues to ensure that adequate service provision is maintained at all times and provide relief cover as and when required.
• To communicate verbally with patients, other agencies, other members of the Primary and Secondary Healthcare Teams, and practice staff, receiving and relaying messages in a courteous and efficient manner, deciding upon the appropriate course of action.
• To liaise with external software suppliers/equipment suppliers (e.g. SystmOne, Lexacom, iGPR )
• Action emails from for medical records on a daily basis
• Ensure all new request for private letters, insurance reports, medicals and Subject Access Reports (SARs) are logged and actioned
• Follow process for the above ensuring that deadlines are kept
• Liaise with GPs for the checking of sensitive data
• Obtain consent from patients for all requests received
• take payments as necessary for private medical reports
• Keep fully informed of any updates to GDPR legislation
• File and store records as required
• Photocopy documentation as required
• Process ad hoc letters as requested
• Perform any other duties that may be necessary for the efficient running of the practice and comply with reasonable requests to carry out extra duties in unforeseen circumstances

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 and Safety

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health and Safety Policy, and the Practice Infection Control policy and published procedures. This will include (but will not be limited to):

• 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
• Actively reporting of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
• Undertaking periodic infection control training (annually)
• 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 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.

Person Specification

Personal Attributes

Essential

• Self-motivated and able to work with limited supervision
• Ability to use own initiative
• Friendly, enthusiastic, flexible & reliable
• Ability to multi-task

Experience

Essential

• Experience of working in a fast paced office environment
• Excellent communication skills
• Effective time management skills
• Medical Secretarial experience
• Knowledge of medical terminology
• Ability to follow policy and procedure
• Proficient in audio typing

Desirable

• Experience of working in primary care
• Experience of working in a GP practice

Qualifications

Essential

• GCSE grade A to C in English and Maths
• NVQ 2 in business administration
• Proven working knowledge of Microsoft Office Word, Excel, PowerPoint & Outlook
• Awareness and understanding of GDPR, data protection and patient confidentiality

Desirable

• AMSPAR Certificate
• Experience of using SystmOne, Lexacom, IGPR
• RSA typing qualification

DBS

Essential

• 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.

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

Carlton Group Practice

Address

Carlton Street

Burton-on-trent

Staffordshire

DE13 0TE

Employer's website

https://www.carltonstreet.nhs.uk (Opens in a new tab)