Medical Secretary/ Workflow Administrator

Essex House Medical Centre

Information:

This job is now closed

Job summary

Essex House Medical Centre is looking for a Medical Secretary/ Workflow Administrator to join our dynamic Administration Team. In addition to 6 GPs, a Nurse Practitioner and an ECP, we are also a teaching practice training GP Registrars, Medical and Nursing students, none of whom could provide the level of care they do without the support of our Reception and Administration Teams.

This role involves being responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.

Main duties of the job

Medical Secretary

  • To type all referral letters and associated correspondence for doctors, ensuring that urgent letters are dealt with in order of priority and in accordance with the practice referral procedure.
  • To process referrals through the electronic referral system (ERS) and deal with any associated patient queries.
  • Manage the ERS workflow ensuring tasks are actioned and dealt with in a timely manner.
  • To ensure that all electronic referral forms are kept up to date and new ones imported.
  • To provide support to the clinicians on Lexacom and to deal with any problems that may arise
  • Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently.
  • Answer incoming phone calls relating to referrals and hospital secretaries, dealing with callers requests appropriately.

Data Administrator

  • Managing workflow documents and inputting clinical coding into the patient records
  • Managing emails, electronic and paper post

About us

Although we are a forward thinking practice we retain the traditional family feel of a GP surgery. We are a close team and hold regular MDT meetings to ensure all voices are heard. We recognise we need to support and respect each other and how humour plays a major role in getting us through a busy day. If you want to be part of an enthusiastic, motivated and friendly team and help us provide a quality service to our patients please apply!

Job description

Job responsibilities

Medical Secretary

  • To type all referral letters and associated correspondence for all doctors, ensuring that urgent letters are dealt with in order of priority and in accordance with the practice referral procedure. To further ensure that all letters are spell checked and then re-read for accuracy of content and grammar.
  • To process referrals through the electronic referral system (ERS) and deal with any associated patient queries.
  • Manage the ERS workflow ensuring tasks are actioned and dealt with in a timely manner.
  • To ensure that all electronic referral forms are kept up to date and new ones imported as appropriate
  • To provide support to the clinicians on Lexacom and to deal with any problems that may arise
  • Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently.
  • Action tasks and/or emails in a prompt manner.
  • Answer incoming phone calls relating to referrals and hospital secretaries, dealing with the callers request appropriately.

Data Administrator

  • Managing Workflow documents and coding into the clinical records
  • Managing Admin emails, electronic and paper post
  • All summarising of patient records
  • All Clinical coding into the patient records.

General Responsibilities

  • Maintain a clean, tidy effective working area at all times.
  • Support all clinical staff with general; administrative tasks as requested.
  • Support the Management team with tasks as requested.

Person Specification

Skills

Essential

  • Excellent communication skills (written and oral)
  • Strong IT skills
  • Clear, polite telephone manner
  • Competent in the use of Office and Outlook
  • EMIS user skills
  • Effective time management (Planning & Organising)
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Problem solving & analytical skills
  • Ability to follow policy and procedure

Personal Qualities

Essential

  • Polite and confident
  • Flexible and cooperative
  • Motivated
  • High levels of integrity and loyalty
  • Sensitive and empathetic in distressing situations
  • Ability to work under pressure

Experience

Essential

  • Experience of working with the general public
  • Experience of administrative duties
  • Experience of working in a health care setting

Desirable

  • Experience of working in a GP practice

Qualifications

Essential

  • GCSE Mathematics & English (C or above)

Desirable

  • AMSPAR Qualification / NVQ Level 2 in Health and Social Care

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

Essex House Medical Centre

Address

59 Fore Street

Chard

Somerset

TA20 1QA


Employer's website

https://www.essexhousemedicalcentre.co.uk/

For help with your application, contact:

Barbara Hodges

barbara.hodges@nhs.net

0146063071

Date posted

02 September 2021

Pay scheme

Other

Salary

Negotiable

Contract

Permanent

Working pattern

Part-time

Reference number

A0629-21-8038

Job locations

59 Fore Street

Chard

Somerset

TA20 1QA


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Opening times:

Monday to Friday: 8am to 6pm

Saturday: 9am to 3pm

Closed Bank Holidays including Easter Sunday, Christmas Day, Boxing Day and New Year's Day.