Job summary
We are seeking a full time, experienced Medical Secretary to join our team of medical secretaries at this busy practice.
The successful candidate will be a team player who is well organised and has excellent verbal and written communication skills. Good IT skills are essential together with GCSE Level English Language, and the candidate should be proficient with Microsoft Office. We are looking for someone who can prioritise tasks, is flexible and would be able to cover holidays and sickness.
This is an essential role at the practice, providing an efficient, comprehensive secretarial and administrative support service to the extensive practice clinical team.
Main duties of the job
Providing a full secretarial service for all GPs and health professionals as required. This mainly includes sending referrals via the e-Referral Service (formerly Choose & Book) and email, using templates and formatting letters, reports and any other correspondence in an accurate and timely manner.
Dealing with hospital, clinical, patient and practice queries via telephone and email regarding hospital appointments, correspondence and treatments.
Following up GP requests for information.
Managing advice and guidance provided.
Processing death certificates/cremation forms.
Providing template letters/forms for use by the practice as required.
Maintaining the computer-based system in an accurate and secure manner.
Assisting with the gathering of statistics and information, when required.
Maintaining an accurate referrals database.
**Please note that we are unable to reply to every application individually, but successful applicants will be contacted to progress with their application.**
About us
We have an ethos of team work and support and we offer our team:
Access to our in house Wellbeing team and Mental Health First Aiders, Whatsapp groups to keep you in the 'know' and socialise, a newly refurbished break room with an amazing bean to cup fresh coffee machine, plus herbal teas, chilled mineral water, squash and we offer fresh fruit and biscuits everyday - all free.
Access to the excellent NHS pension scheme.
Cycle to work scheme.
An amazing outdoor sun terrace where you can relax on breaks when the weather is nice.
2 minute walk to the main shops and numerous cafes in Fishponds.
Themed events such as: Ice cream van in the car park, pancake day celebrations, cake baking, staff parties and once a Taco Van in the car park!
Some of the wellbeing activities staff have participated in were: Mental Health Awareness Week Nature Competition + which team could grow the tallest sunflower where we gave a pack of seeds for everyone.
We love working here and we are sure you will too!
Job description
Job responsibilities
To provide an efficient copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports and patient referrals in an accurate, timely and quality manner.
Utilising e-Referrals and maintaining an up to date and comprehensive knowledge of referral destinations and specialist clinics where required e.g. advice and guidance requests.
Dealing with clinician queries e.g. chasing replies or test results from hospitals, finding a speciality doctor or hospital, sending referrals to other hospital/consultant as needed.
Processing all referrals and other documents. This involves creating referrals via EMIS clinical system, printing and posting paperwork to patients and dealing with phone calls from patients regarding queries e.g. mislaid paperwork, changing clinic types and changing referral urgency.
Processing referrals from patient clinical documents without the need for additional clinical input.
Having sufficient knowledge and skills to create onward referrals with minimal input from clinicians.
Being the first point of contact for hospital queries such as emails and calls from hospital secretaries.
Dealing with queries from patients regarding referrals. This includes chasing or following up with clinicians if referrals have not been made.
Prioritising referrals based on clinical need and urgency.
Recording and tracking the progress of private fee requests on a spreadsheet.
Once the records are redacted, arranging for them to be made available to the patient or third party that made the original request. If the request is via IGPR then the records will be securely emailed directly. If paper records are printed, then these will need to be released in line with practice policy.
Job description
Job responsibilities
To provide an efficient copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports and patient referrals in an accurate, timely and quality manner.
Utilising e-Referrals and maintaining an up to date and comprehensive knowledge of referral destinations and specialist clinics where required e.g. advice and guidance requests.
Dealing with clinician queries e.g. chasing replies or test results from hospitals, finding a speciality doctor or hospital, sending referrals to other hospital/consultant as needed.
Processing all referrals and other documents. This involves creating referrals via EMIS clinical system, printing and posting paperwork to patients and dealing with phone calls from patients regarding queries e.g. mislaid paperwork, changing clinic types and changing referral urgency.
Processing referrals from patient clinical documents without the need for additional clinical input.
Having sufficient knowledge and skills to create onward referrals with minimal input from clinicians.
Being the first point of contact for hospital queries such as emails and calls from hospital secretaries.
Dealing with queries from patients regarding referrals. This includes chasing or following up with clinicians if referrals have not been made.
Prioritising referrals based on clinical need and urgency.
Recording and tracking the progress of private fee requests on a spreadsheet.
Once the records are redacted, arranging for them to be made available to the patient or third party that made the original request. If the request is via IGPR then the records will be securely emailed directly. If paper records are printed, then these will need to be released in line with practice policy.
Person Specification
Qualities
Essential
- An understanding, acceptance and adherence to the need for strict confidentiality.
- Ability to use own judgement, resourcefulness and common sense.
- Ability to work without direct supervision and determine own workload priorities.
- Ability to work as part of an integrated multi-skilled team.
- Pleasant and articulate.
- Able to work under pressure.
- Able to work in a changing environment.
- Able to use own initiative.
- Honest, caring, pleasant, sympathetic, good humoured.
- Willing to work flexible hours as necessary.
- Empathetic understanding of patients' needs and expectations.
Experience
Essential
- Experience of working in a health care setting as a Medical Secretary.
- Experience of Microsoft Office software.
- Experience of administrative duties.
- Experience of medical terminology.
Desirable
- Experience of using EMIS and other clinical software but training would be provided if necessary.
- Knowledge of Primary Care in the NHS.
Skills
Essential
- Excellent communication (oral and written) skills and outstanding interpersonal skills.
- Excellent keyboard and computer skills.
- Excellent spelling and grammar.
- Ability to listen and empathise.
- Appropriate IT knowledge, skills and experience.
- Competent in the use of Microsoft Office and Outlook.
- Negotiating skills and problem solving.
- Good time management.
- Ability to follow policy and procedure.
Person Specification
Qualities
Essential
- An understanding, acceptance and adherence to the need for strict confidentiality.
- Ability to use own judgement, resourcefulness and common sense.
- Ability to work without direct supervision and determine own workload priorities.
- Ability to work as part of an integrated multi-skilled team.
- Pleasant and articulate.
- Able to work under pressure.
- Able to work in a changing environment.
- Able to use own initiative.
- Honest, caring, pleasant, sympathetic, good humoured.
- Willing to work flexible hours as necessary.
- Empathetic understanding of patients' needs and expectations.
Experience
Essential
- Experience of working in a health care setting as a Medical Secretary.
- Experience of Microsoft Office software.
- Experience of administrative duties.
- Experience of medical terminology.
Desirable
- Experience of using EMIS and other clinical software but training would be provided if necessary.
- Knowledge of Primary Care in the NHS.
Skills
Essential
- Excellent communication (oral and written) skills and outstanding interpersonal skills.
- Excellent keyboard and computer skills.
- Excellent spelling and grammar.
- Ability to listen and empathise.
- Appropriate IT knowledge, skills and experience.
- Competent in the use of Microsoft Office and Outlook.
- Negotiating skills and problem solving.
- Good time management.
- Ability to follow policy and procedure.
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.
