Job summary
An exciting opportunity is available for a Medical
Secretary to join a friendly, forward-thinking Practice. We are looking for an
enthusiastic, motivated individual to join our administration team providing
high standards.The successful candidate will provide essential secretarial support to the whole team.
Our team consists of doctors, nurses, nurse
practitioners, pharmacists, and care-coordinators who are supported by a
fantastic admin and care navigation team.
The working hours are 20 hours per week on a Monday, Tuesday and Friday. How this hours are spread about the days is negotiable. we also ask for flexibility and to cover absence and annula where possible. There is the opportunity to continue or join the NHS pension scheme.
This
is an exciting opportunity for an individual who relishes a challenge and is
keen to use their own initiative, in a busy department.
Main duties of the job
The secretarial team is responsible for dealing with all clinical correspondences referrals and related queries.
The post holder will be communicating regularly with doctors, nurses, paramedics, hospital departments and of course patients. The post holder will need to be organised, flexible and have good communication skills. The ability to work under pressure and effectively prioritise their own workload is essential. In return, they will be working in a very friendly and supportive environment.
About us
We are a friendly, successful, training and research practice of over 11,500 patients with an informal and supportive culture, which aims to ensure a good work life balance is maintained for all staff. Fallodon Way Medical Centre islocated in Henleaze, which is a leafy inner suburb of Bristol, with good schools and amenities. We have a relatively high elderly population but also a good mix with families. We encourage and support ongoing professional development.
The practice combines the best of traditional and innovative working, currently with 5 partners and 4 associate GPs. The practice is both proactive and reactive about managing the ever-changing workload in General Practice, offering a supportive environment and good work-life balance.
The practice is supported by ANPs, a Pharmacy team including two Practice Pharmacists, an Award-winning Care Coordination team, a Social Prescriber, First Contact Physio and mental health practitioner. There is a team of workflow administrators assisting the clinical team in managing inbound correspondence and results.
Job description
Job responsibilities
1.
Provide
full secretarial support to the consultants and member of their teams regarding
general medical duties and specialist work.
2.
To
liaise and communicate effectively with GPs, Practice Staff, Patients, Hospital
Staff, Community Nursing Teams, ERS and Funding Team Personnel.
3.
Audio
typing using digital dictation system to ensure routine NHS referral letters
and private referrals are distributed efficiently and within a 5 working day
period. Ensuring appropriate enclosures
are attached to all referrals as necessary.
4.
Ensure
2WW referrals are dealt with within 24 hour working day period via the ERS
system and contain all relevant information.
5.
Keep
up to date with changes in referral pathways, new proformas and funding
criteria via emails sent to the practice.
6.
Typing
of medical reports, ensuring valid patient consent, liaising with patients
where they wish to read reports prior to despatch.
7.
Typing
of private work within 10 working days on behalf of patients and generating
invoices, ensuring invoice spread sheet is updated.
8.
Resolve
queries from GPs via practice notes and Docman.
9.
Undertake
queries on behalf of patients, contacting hospitals and other external agencies
as needed. Endeavour to resolve, keeping
patient informed.
10.
Record
data accurately and appropriately connected to patients in order to ensure good
communication and audit standards.
11.
Regularly
look at and deal with appropriately the ERS Worklists.
12.
To
assist in the management of requests for copy notes and medical records.
13.
To
assist in the receipt of patient requests for private work, making appointments
and liaising with the appropriate clinician to ensure that work is completed in
a timely fashion.
14.
Where
reasonably possible, to provide extra hours to cover staff planned absences
and, if possible, to assist by providing overtime to cover sickness absences.
This job description is not a complete list of
duties but is intended to give a general indication of the range of work
undertaken. It will vary over time as
demands and priorities within the Practice change.
Job description
Job responsibilities
1.
Provide
full secretarial support to the consultants and member of their teams regarding
general medical duties and specialist work.
2.
To
liaise and communicate effectively with GPs, Practice Staff, Patients, Hospital
Staff, Community Nursing Teams, ERS and Funding Team Personnel.
3.
Audio
typing using digital dictation system to ensure routine NHS referral letters
and private referrals are distributed efficiently and within a 5 working day
period. Ensuring appropriate enclosures
are attached to all referrals as necessary.
4.
Ensure
2WW referrals are dealt with within 24 hour working day period via the ERS
system and contain all relevant information.
5.
Keep
up to date with changes in referral pathways, new proformas and funding
criteria via emails sent to the practice.
6.
Typing
of medical reports, ensuring valid patient consent, liaising with patients
where they wish to read reports prior to despatch.
7.
Typing
of private work within 10 working days on behalf of patients and generating
invoices, ensuring invoice spread sheet is updated.
8.
Resolve
queries from GPs via practice notes and Docman.
9.
Undertake
queries on behalf of patients, contacting hospitals and other external agencies
as needed. Endeavour to resolve, keeping
patient informed.
10.
Record
data accurately and appropriately connected to patients in order to ensure good
communication and audit standards.
11.
Regularly
look at and deal with appropriately the ERS Worklists.
12.
To
assist in the management of requests for copy notes and medical records.
13.
To
assist in the receipt of patient requests for private work, making appointments
and liaising with the appropriate clinician to ensure that work is completed in
a timely fashion.
14.
Where
reasonably possible, to provide extra hours to cover staff planned absences
and, if possible, to assist by providing overtime to cover sickness absences.
This job description is not a complete list of
duties but is intended to give a general indication of the range of work
undertaken. It will vary over time as
demands and priorities within the Practice change.
Person Specification
Skills and Knowledge
Essential
- Excellent IT skills
- Ability to work within a team and develop good working relationships with colleagues at all levels.
- An excellent standard of grammar and spelling in the English language
- The ability to work effectively when busy and multi task when required
- Excellent communication skills, both written and verbal
- Ability to meet deadlines and work under pressure
Desirable
- Use of medical terminology
- Previous experience that demonstrates good attention to detail
Experience
Essential
- At least 2 years previous Secretarial experience.
- Competent data collection and data quality
- Working with confidential documents and information
Desirable
- Previous NHS experience
- EMIS experience
Qualifications
Essential
- Good general education with English and Maths to GSCE standard or equivalent.
Person Specification
Skills and Knowledge
Essential
- Excellent IT skills
- Ability to work within a team and develop good working relationships with colleagues at all levels.
- An excellent standard of grammar and spelling in the English language
- The ability to work effectively when busy and multi task when required
- Excellent communication skills, both written and verbal
- Ability to meet deadlines and work under pressure
Desirable
- Use of medical terminology
- Previous experience that demonstrates good attention to detail
Experience
Essential
- At least 2 years previous Secretarial experience.
- Competent data collection and data quality
- Working with confidential documents and information
Desirable
- Previous NHS experience
- EMIS experience
Qualifications
Essential
- Good general education with English and Maths to GSCE standard 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.
