Admin Assistant: Workflow and Secretary

Job description

Job responsibilities

Workflow duties

To process clinical correspondence safely and efficiently ensuring that it is accurately coded and ensuring that actions are identified and appropriate issues are passed on to the relevant healthcare professional in line with agreed clinical protocols.

• To process practice correspondence (paper, electronic and Email) attaching it to the patient record
• To read code accurately the diagnosis, procedures and investigations, highlighting actions to be taken
• Identify the complex and high risk areas that require input or knowledge from the clinical team including safeguarding
• Work closely with the receptionists, administration team and clinicians to ensure that the Practice provides a safe and high quality service to the practice

Secretary Duties

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

• 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 email
• Processing calling letters as requested
• Scanning of patient related documentation and attaching scanned documents to patients healthcare records
• Inputting data into the patients healthcare records as necessary
• Processing referrals using the electronic referral system (ERS)
• Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
• Managing all administrative queries as necessary
• Carrying out system searches as requested
• Maintaining a clean, tidy, effective working area at all times
• Supporting all clinical staff with general administrative tasks as requested

Person Specification

Experience

Essential

• Experience of working in a healthcare setting as a medical secretary
• Experience of working with the general public

Desirable

• Experience within a GP Practice.
• Experience with EMIS

Qualifications

Essential

• GCSE grade A to C in English and Maths, or equivalent.

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

19 Beaumont St GP Surgery

Address

Beaumont Street

Oxford

OX1 2NA

Employer's website

https://www.19beaumontstreet.com/ (Opens in a new tab)