Job summary
This is a varied and interesting job, fulfilling an important role within the Patient Services Team. Galletly Medical Practice enjoys tremendous support from patients and has a great reputation locally - we're a welcoming and friendly team!
This is a part-time position, for 24 hours per week, joining a team of 4 other Medical Secretaries, 2 working full-time and 2 part-time.
The working days will be Monday, Tuesday and Friday. Full details of the working hours on these days are available via the recruiting manager but are between 8:30am and 5pm.
Main duties of the job
You will be responsible for ensuring patient referrals, into secondary care and for other minor surgical procedures, are managed effectively and within agreed timescales. We are a Community Surgical Scheme location and have a Level 3 Operating Theatre on site; we also offer injections, coils and implants. These services are in great demand and the administration of all aspects of this provision will fall within your responsibility. You will also assist with the administration for our non NHS, Private services work, such as medical reports and travel vaccination consultations.
About us
Our team is a close one and the atmosphere here is positive and supportive. Everyone works hard and is very proud of the service we provide to our community.
We have been assessed as Outstanding by the CQC and our desire to provide quality patient services with a dynamic, friendly team is essential
Job description
Job responsibilities
- To receive and dispatch mail and maintain a pending system.
- To make appointment bookings as required including using the e-Referrals System (e-RS)
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure
- File patient records and correspondence in patient medical records
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries
- To maintain the computer clinic system in an accurate and secure manner we use SystmOne
- To assist with the gathering of statistics and information when required
- To provide cover for members of the Patient Services Team during periods of sickness and annual leave
- In liaison with the Patient Services Manager, maintain adequate supplies of office stationery in order to perform your secretarial duties
- To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals etc. in an accurate and quality manner
- Monitor effectiveness of the system and report any problems or variations to the Patient Services Manager
- Ensure total familiarity with the appointment system
- Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to
- Ensure correspondence, reports, results etc. are filed in correct records
- Provide administrative support to the Community Surgical Service Consultants
- Maintain the e-RS web based referrals, monitor and action tasks
- Monitor and action all assigned tasks within SystmOne
- Monitor and action all assigned tasks within workflow
- Monitor, re-direct and action all emails as appropriate
- To support the retrieval of medical records and assist in the completion of medical/insurance records
- To raise invoices and track that payment is received and recorded, where applicable
- To support arrangement of all Private Medicals, liaising with the patient/GP, raising invoice and ensuring payment received before appointment
- Process Information Requests and prepare all medical records for copying to disc (whole and part)
- Invoicing patients for private treatment as required
Job description
Job responsibilities
- To receive and dispatch mail and maintain a pending system.
- To make appointment bookings as required including using the e-Referrals System (e-RS)
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure
- File patient records and correspondence in patient medical records
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries
- To maintain the computer clinic system in an accurate and secure manner we use SystmOne
- To assist with the gathering of statistics and information when required
- To provide cover for members of the Patient Services Team during periods of sickness and annual leave
- In liaison with the Patient Services Manager, maintain adequate supplies of office stationery in order to perform your secretarial duties
- To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals etc. in an accurate and quality manner
- Monitor effectiveness of the system and report any problems or variations to the Patient Services Manager
- Ensure total familiarity with the appointment system
- Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to
- Ensure correspondence, reports, results etc. are filed in correct records
- Provide administrative support to the Community Surgical Service Consultants
- Maintain the e-RS web based referrals, monitor and action tasks
- Monitor and action all assigned tasks within SystmOne
- Monitor and action all assigned tasks within workflow
- Monitor, re-direct and action all emails as appropriate
- To support the retrieval of medical records and assist in the completion of medical/insurance records
- To raise invoices and track that payment is received and recorded, where applicable
- To support arrangement of all Private Medicals, liaising with the patient/GP, raising invoice and ensuring payment received before appointment
- Process Information Requests and prepare all medical records for copying to disc (whole and part)
- Invoicing patients for private treatment as required
Person Specification
Qualifications
Essential
- GCSE equivalent in English and Maths Familiarity with MS Office, Outlook. Qualifications or experience in typing to 30 words per minute minimum.
Desirable
- Qualifications in Typing using digital dictation/audio.
- Experience of working in a busy administrative or secretarial environment, with a good typing speed and knowledge of spreadsheets Experience of working in customer service Knowledge of SystmOne clinical system is not essential but would be beneficial
Person Specification
Qualifications
Essential
- GCSE equivalent in English and Maths Familiarity with MS Office, Outlook. Qualifications or experience in typing to 30 words per minute minimum.
Desirable
- Qualifications in Typing using digital dictation/audio.
- Experience of working in a busy administrative or secretarial environment, with a good typing speed and knowledge of spreadsheets Experience of working in customer service Knowledge of SystmOne clinical system is not essential but would be beneficial
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.
