Job responsibilities
ST JAMES PRACTICE JOB DESCRIPTION
JOB
TITLE Medical
Secretary
REPORTS
TO Practice
Manager and GPs
RESPONSIBLE FOR All GP correspondence, urgent hospital
appointments etc and the secretarial work for GPs and Practice Manager
LIAISES WITH All GPs and staff, visiting consultants,
their secretaries and patients.
JOB SUMMARY Ensure that the throughput of medical secretarial
work meets practice standards of accuracy and timelines.
- DUTIES AND RESPONSIBILITIES
Audio typing of GP correspondence, using a
digital dictation system, to ensure that routine referral letters are
distributed efficiently within a 5 day period, using the Choose and Book
programme as appropriate and attaching enclosures as necessary.
Accurate typing of medical reports, liaising
with patients where they wish to read reports prior to dispatch and generating
invoices.
Ensure 2 week wait proformas are dealt with
efficiently and promptly and contain all relevant information. Follow up all proformas ensuring appointments
are made within a 2 week period.
Keep up to date with changes in referral systems
and new proformas by reading e-mails sent to the practice.
Undertake queries on behalf of patients, trying
to establish their concerns and trying to resolve, keeping the patient informed
at all times.
Ensure that the hospital is aware of all clinic
patients listed for surgery and, where necessary, forward results or notes.
Liaise with consultants secretaries to arrange
clinic dates on an annual basis and organise any alterations to the dates when
necessary.
Use E Referral System, Choose and Book to chase
or follow up patient queries.
Take calls from patients wishing to make
appointments with the provider services clinics through the Choose & Book
system. Register the patients and
process their requests.
Attend meetings within the Medical Centre, take
and transcribe accurate minutes and distribute as required.
Be an effective member of the Practice team,
supporting colleagues as required.
Provide cover for colleagues absence and annual leave.
Ensure that all responsibilities to staff,
patients and other Medical Centre visitors under the Health and Safety at Work
Act are met.
Such other duties as are delegated from time to
time.
Maintain confidentiality in line with NHS
Patient confidentiality.
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 is welcoming to and of the
individual, is non-judgmental and recognises the importance of peoples circumstances,
feelings, priorities and 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;
Personal/Professional Development
In addition to maintaining continued
education through attendance at any courses and/or study days necessary to
ensure that professional development requirements are met, 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, annual Appraisal 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 Clinical
Governance issues, quality and risk; participate in Significant Event Analysis
reviews
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. The post holder will also contribute to the overall team-working of
the Practice putting the needs of the Practice first.
Communication
The post holder
should recognise the importance of effective communication within the team and
will strive to:
Communicate effectively with other team members;
Communicate effectively with patients and carers;
Recognise peoples needs for alternative methods of
communication and respond accordingly.
Flexibility
This role profile is intended to provide a
broad outline of the main responsibilities only. The post holder will be
expected to be flexible in relation to duties undertaken and location of work
where required by the Practice.
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.
Work with the partners and management team to
achieve standards of quality,
performance standards, budgets and targets without compromising levels of patient healthcare
Contribute towards the development and implementation
of new standard policies
and procedures that are/will be required by GP practices now and in the future.
This job description is subject to regular review.