Job responsibilities
JOB TITLE: PRACTICE
SECRETARY
GRADE: CLAREMONT
CLINIC GRADE 4
GROSS ANNUAL SALARY: DEPENDING
ON EXPERIENCE
ACCOUNTABLE: PRACTICE
MANAGER
RESPONSIBLE: FOR
PROVIDING A FULL SECRETARIAL
AND
ADMINISTRATIVE SERVICE TO
THE
PRACTICE
HOURS PER
WEEK: 20 HOURS
PER WEEK (Monday-Friday (excluding Wednesdays) 12-5pm.
LOCATION: CLAREMONT CLINIC
459/463 ROMFORD ROAD
LONDON
E7
8AB
PURPOSE OF
THE JOB:
The post holder will be responsible for providing
comprehensive secretarial and clerical support.
An important aspect of the post is its contribution to
the day to day operation of the practice as. The
post holder will therefore carry out routine
administrative and clerical duties as required by the
practice using ones own initiative, often with
minimum supervision.
The duties and responsibilities may vary over time
according to changing circumstances.
Therefore, the post holder is expected to be flexible
in order to meet this. Duties at present include
the following:
PRACTICE
DEVELOPMENT & CLINICAL GOVERNANCE
The practice secretary will
be required to learn and to undertake specific training in order to meet the
competencies of the organisation.
ADMINISTRATION
- To provide secretarial services to the practice, which include
audio typing of referrals, letters, minutes, reports and audits.
- Process incoming correspondence faxes and forms and scanning into
the data base as necessary
- Maintain contact details for the practice including the regular
updating of the telephone contact list
- Ensuring that referral forms from external organisations are kept
up to date in the doctors WP electronic referral folders
- Keeping the day to day running
of the practice diary and taking responsibility of organising internal and
external meetings as appropriate. Arranging rooms and equipment and
ensuring that any practice property used is locked away at the end of the
day.
- Preparation of agendas and minute taking at meetings. Greeting visitors and arranging
refreshments
- Arrange examinations on behalf of insurance companies. Take
responsibility of all medical/insurance forms, reports and ensuring that
appropriate patient consent is provided and recorded.
- Allocate to appropriate doctors and prepare medical records prior
to filling of reports
- Ensuring that charges are invoiced appropriately and logged and
balanced at the end of each month. To monitor and maintain the fees
tracker system for unpaid invoices.
- Order and maintain stocks from the Health Authority and other
bodies including medical certificates, doctors prescriptions, stationary
and medical supplies.
- Chasing hospital results/appointments/queries as appropriate
- Answering general and urgent telephone queries and passing on
detailed messages accordingly
- Where requested by doctors/nurses, make such arrangements with
hospitals for the treatment and care of patients as necessary. To feedback
to appropriate staff where necessary.
- Maintain and organise hospital transport for patients i.e out
patients appointments, keeping records at all times
- Organisation of all clinics run in the practice ensuring letters
are sent out for appointments as required.
- Ensuring that all new deliveries are logged, entering information
on the database and organising the appointments for the mothers postnatal
and babies 8 week checks are booked. Have a system for re-call for non
attendees.
- Responsible for collection and recording of all private fees and
securing monies as directed by the practice manager.
- Provide reception and administrative support for clinics and
health promotion activities.
- Scanning referrals
- Pulling/Filing/Photocopying medical notes for external
organisations.
- Respond to or send
electronic mails, use the Internet explorer to surf for information, and
the intranet to collate the organizations information for customers.
- Notify all infectious disease to the Medical Officer at
Environmental Health
- Responsible for the allocation of death certificates to the GPs
upon request
INFORMATION MANAGEMENT & TECHNOLOGY
- Maintaining the backup system in the absence of Admin Assistant
- Report and keep records of system failures
- Be responsible for the Choose and Book process as required by the
practice
- Make use of the practice T-Quest system to obtain diagnostic
results for the practice and make use of any other electronic services
provided to the practice.
- Ensuring that the EMISweb workflow manager is kept up to date
(tasks to be actioned daily)
GENERAL
- Help cover reception in cases of emergency during staff sickness
and annual leave.
CONFIDENTIALITY
Any information about patients, personal or medical,
must be regarded as strictly
confidential. Any breach of this confidentiality will
be taken as a reason for instant
dismissal.
DATA
PROTECTION
If required to do so, obtain, process and/or use
information held on a computer in a
fair and lawful way: to hold data only for specified
registered purposes and to use or
disclose data only to authorised persons or
organisations as instructed.
EQUAL
OPPORTUNITIES
Staff will not discriminate in way against persons,
whether they are other members of
staff or patients on the grounds of colour, religion,
ethnic or national origins, sexual
orientation or marital status or disability. Any form
of unlawful discrimination will be
taken seriously and dealt with under the disciplinary
procedure.