Job responsibilities
JOB TITLE MEDICAL SECRETARY
REPORTS TO PRACTICE MANAGER
GRADE Agenda for
Change Band 3
DAYS & HOURS Monday, Wednesday and Thursday 18 hours per week
Job Summary
To provide general secretarial support to the Doctors,
Health Professionals and Practice Manager, involving word processing and audio
typing skills with general clerical work.
Job
Responsibilities
To
provide an efficient audio, copy typing and word processing service for GPs and
Health Professionals as required. This includes producing accurate and high-quality
typing of letters, reports, referrals, receiving and sending emails, minutes, creating and maintaining excel spreadsheets. This work will be done using EMIS Web,
including Practice Notes (PNs), Healthshare, GP Gateway, NHS Email, AccuRx and
Docman (scanned documents)
To
make appointments and bookings as required using e-referral where appropriate
Build
relationships with outside agencies and patients ensuring an efficient referral
system within primary and secondary care
To
establish and maintain filing and administrative systems so that written or
computer information is easily accessible and secure
To
receive secretarial related incoming and initiate outgoing telephone calls to
facilitate timely and appropriate communications with others, taking messages
and dealing with appropriate queries via telephone calls, face to face and
patient notes
To
receive and dispatch secretarial post and maintain a pending system
To
provide an efficient and timely service to third parties requesting medical
reports/copy medical records following all relevant policies
To
support the practices Occupational Health specialist with dictations of reports
to be issued to the procurer in a timely manner
To
assist the practice manager with any clerical/administrative duties
To
assist with the gathering of statistics when required using excel spreadsheets
To
provide cover for members of the secretarial team during periods of sickness
and annual leave
To
cover secretarial work as needed at our sister practice, University of Warwick
Health Centre
In
liaison with the clerk responsible, maintain adequate supplies of office
stationery to perform your secretarial duties
Confidentiality
In
the course of seeking treatment, patients entrust us with, or allow us to
gather, sensitive information in relation to their health and other
matters. They do so in confidence and
have the right to expect that staff will respect their privacy and act
appropriately
In
the performance of the duties outlined in this Job Description, the post-holder
may have access to confidential information relating to patients and their
carers, practice staff and other healthcare workers. They may also have access to information
relating to the practice as a business organisation. All such information
from any source is to be regarded as strictly confidential
Information
relating to patients, carers, colleagues, other healthcare workers or the
business of the practice may only be divulged to authorised persons in
accordance with the practice policies and procedures relating to
confidentiality and the protection of personal and sensitive data
Health & Safety
The post-holder will assist in promoting and
maintaining their own and others health, safety and security as defined in the
practice Health & Safety, Infection Control and published policies. This includes the following:
Using
personal security systems within the workplace according to practice guidelines
Identifying
the risks involved in work activities and undertaking such activities in a way
that manages those risks
Making
effective use of training to update knowledge and skills
Using
appropriate infection control procedures, maintaining work areas in a tidy and
safe way and free from hazards
Actively
reporting of health and safety hazards and infection hazards immediately when
recognised
Keeping
own work areas and general/patient areas generally clean, assisting in the
maintenance of general standards of cleanliness consistent with the scope for the
job holders role
Undertaking
infection control training as required by the job role
Reporting
potential risks identified.
Equality and Diversity
The
post-holder will support the equality, diversity and rights of patients, carers
and colleagues, to include:
Acting
in a way that recognises the importance of peoples rights, interpreting them
in a way that is consistent with practice procedures and policies, and current
legislation
Respecting
the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving
in a manner which is welcoming to and of the individual, is non-judgmental and
respects their circumstances, feelings priorities and rights.
Personal and Professional Development:
The
post-holder will participate in any training programme implemented by the
practice as part of this employment, such training to include:
Participation
in an annual individual performance review, including taking responsibility for
maintaining a record of own personal and or professional development
Taking
responsibility for own development, learning and performance and demonstrating
skills and activities to others who are undertaking similar work.
Quality
The
post-holder will strive to maintain quality within the practice, and will:
Alert
other team members to issues of quality and risk
Assess
own performance and take accountability for own actions, either directly or
under supervision
Contribute
to the effectiveness of the team by reflecting on own and team activities and
making suggestions on ways to improve and enhance the teams performance
Work
effectively with individuals in other agencies to meet patients needs
Effectively
manage own time, workload and resources.
Communication
The post-holder
should recognize the importance of effective communication within the team and
will strive to
Communicate effectively
with other team members
Communicate effectively
with patients and carers
Recognize peoples
needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services
The
post-holder will
Apply
practice policies, standards and guidance
Discuss
with other members of the team how the policies, standards and guidelines will
affect own work
Participate
in audit where appropriate.