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.
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
Qualifications
Essential
- GCSE Mathematics & English (C or above)
Desirable
- AMSPAR Qualification / NVQ Level 2 in Health and Social Care
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
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
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
Person Specification
Qualifications
Essential
- GCSE Mathematics & English (C or above)
Desirable
- AMSPAR Qualification / NVQ Level 2 in Health and Social Care
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
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
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
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.