Job responsibilities
All
staff at Church Road Surgery have a duty to conform to the following:
Equality, Diversity & Inclusion (ED&I)
A good attitude and positive action towards ED&I
creates and environment where all individuals can achieve their full
potential. Creating such an environment is important for three reasons: it
improves operational effectiveness, it is morally the right thing to do, and
it is required by law. Patients and their families have the right to be
treated fairly and be routinely involved in decisions about their treatment
and care. They can expect to be treated with dignity and respect and will not
be discriminated against on any grounds including age, disability, gender
reassignment, marriage and civil partnership, pregnancy and maternity, race,
religion or belief, sex or sexual orientation. Patients have a responsibility
to treat other patients and our staff with dignity and respect. Staff have
the right to be treated fairly in recruitment and career progression. Staff
can expect to work in an environment where diversity is valued, and equality
of opportunity is promoted. Staff will not be discriminated against on any
grounds including age, disability, gender reassignment, marriage and civil
partnership, pregnancy and maternity, race, religion or belief, sex or sexual
orientation. Staff have a responsibility to ensure that you treat our
patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This practice is committed to supporting and promoting
opportunities to for staff to maintain their health, well-being and safety.
You have a duty to take reasonable care of health and safety at work for you,
your team and others, and to cooperate with employers to ensure compliance
with health and safety requirements. All personnel are to comply with the
Health and Safety at Work Act 1974, Environmental Protection Act 1990,
Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other
statutory legislation. Confidentiality This practice is committed to
maintaining an outstanding confidential service. Patients entrust and permit
us to collect and retain sensitive information relating to their health and
other matters, pertaining to their care. They do so in confidence and have a
right to expect all staff will respect their privacy and always maintain
confidentiality. It is essential that if, the legal requirements are to be
met and the trust of our patients is to be retained that all staff protect
patient information and provide a confidential service.
Confidentiality
This practice is committed to maintaining an outstanding
confidential service. Patients entrust and permit us to collect and retain
sensitive information relating to their health and other matters, pertaining
to their care. They do so in confidence and have a right to expect all staff
will respect their privacy and always maintain confidentiality. It is
essential that if, the legal requirements are to be met and the trust of our
patients is to be retained that all staff protect patient information and provide
a confidential service.
Quality & Continuous Improvement (CI)
To preserve and improve the quality of our output, all
personnel are required to think not only of what they do, but how they
achieve it. By continually re-examining our processes, we will be able to
develop and improve the overall effectiveness of the way we work. The
responsibility for this rests with everyone working within the practice to
look for opportunities to improve quality and share good practice. This
practice continually strives to improve work processes which deliver health
care with improved results across all areas of our service provision. We
promote a culture of continuous improvement, where everyone counts, and staff
are permitted to make suggestions and contributions to improve our service
delivery and enhance patient care.
Induction Training
On arrival at the
practice all personnel are to complete a practice induction programme; this
is managed by the Practice Manager, Operations Manager and Reception Manager
Learning and
Development
The effective use of training and development is
fundamental in ensuring that all staff are equipped with the appropriate
skills, knowledge, attitude and competences to perform their role. All staff
will be required to partake and complete mandatory training as directed by
the Practice Manager as well as participating in the practice training
programme. Staff will also be permitted (subject to approval) to undertake
external training courses which will enhance their knowledge and skills,
progress their career and ultimately, enable them to improve processes and
service delivery. Collaborative Working All staff are to recognise the
significance of collaborative working. Teamwork is essential in
multidisciplinary environments. Effective communication is essential, and all
staff must ensure they communicate in a manner which enables the sharing of
information in an appropriate manner. Staff at Church Road Surgery must
adhere to the information contained with practice policies and regional
directives, ensuring protocols are always adhered to. Staff will be given
detailed information during the induction process regarding policy and
procedure.
Security
The security of the practice is the responsibility of all
personnel. Staff must ensure they always remain vigilant and report any
suspicious activity immediately to their manager. At staff are required to
dress appropriately for their role. must dress in accordance with their role.
Responsibilities
The following are the core responsibilities of the medical
secretary. There may be on occasion, a requirement to carry out other tasks;
this will be dependent upon factors such as workload and staffing levels:
a. Typing letters,
reports and associated documentation as required
b. Liaising with
external agencies such as hospitals and community services, ensuring
referrals are processed efficiently
c. Manage all
enquires in an effective manner
d. Maintain an accurate referrals database
e. Process calling letters as requested
f. Scanning of patient related documentation and attaching
scanned documents to patients healthcare records
g. Input data into the patients healthcare records as
necessary
h. Process referrals using the electronic referral system
(ERS)
i. Process requests
for information i.e. SAR, insurance / solicitors letters and DVLA forms
j. Process patient letter requests and invoice for private
work accordingly
k. Answer incoming phone calls, transferring calls or
dealing with the callers request appropriately
l. Manage all administrative queries as necessary
m. Carry out system searches as requested
n. Maintain a clean, tidy, effective working area at all
times
o. Support all clinical staff with general administrative
tasks as requested
Secondary
Responsibilities
In addition to the primary responsibilities, the medical
secretary may be requested to:
a. Partake in audit
as directed by the audit lead
b. Produce meeting
agendas and record the minutes of meetings
c. Support
reception / administrative staff, providing cover during staff absences
d. Complete opening
and closing procedures in accordance with the rota