Job summary
We are seeking a full time Medical Secretary to work
in a busy NHS GP Surgery in Edgbaston, 37.5 hours per week 5 days a week.
Applicants must be willing to work flexible hours and to cover staff holidays.
A candidate who is professional, friendly, have a good telephone manner
and take pride in their work. You will be the main point of contact for the clinical
team in our surgery in connection with their referrals you must have excellent
computer skills.
Main duties of the job
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:
Typing letters, reports and associated documentation as required
Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
Managing all enquiries in an effective manner
Maintaining an accurate referrals database
Actioning all incoming email
Processing calling letters as requested
Inputting data into the patients healthcare records as necessary
Processing referrals using the electronic referral system (ERS)
Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
Arrange medicals and ensure appropriate paperwork is available for appointment with the GP. (DVLA/HGV/Shotgun license/Diving etc.)
Clinically coding data on SystmOne
Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
Managing all administrative queries as necessary
Maintaining a clean, tidy, effective working area at all times
About us
We are based in Edgbaston, We seek an enthusiastic and motivated person
to join our team, who are very supportive
Our clinical team includes, GPs, Nurse
practitioner, Nurses, HCAs, Pharmacists, Paramedics, Physician
Associate,
Expanding list size
High QOF achievement
Paper-light Systmone computer system and friendly working environment
CQC rating GOOD
Job description
Job responsibilities
Making referrals via NHS e-Referral Service, managing referrals, liaising with the GPs, patients and secondary care as necessary.
Audio typing, copy typing and logging correspondence and medical referral letters/reports and other patient correspondence as required (audio typing, digital dictation, word processing and data entry).
Servicing meetings, circulating the agenda and related documents, recording and typing the minutes of meetings.
Administration of PMA reports: receipt, pulling of records, allocation of reports, recording of payments received.
File patient records and correspondence in patient medical records.
General office duties including but not limited to photocopying, emailing, answering telephone calls, taking messages, dealing with urgent email.
Liaising closely with all other practice staff and GPs. Particularly close working relationship with Practice Manager and senior administration team as well as secretarial colleague.
Acting as a point of contact/source of information about practice matters, procedures, the use of office machinery etc. There is therefore considerable liaison between the post-holder and different categories of staff over a range of issues.
Checking stationary supplies and ordering stationary as appropriate. Checking staff refreshments, ordering and arranging collection of refreshments and groceries as required.
Providing reception cover when staff are on holiday and lunch time and providing cover for members during periods of sickness and annual leave.
Assist and participate in the planning of an improved secretarial service to the practice as necessary.
Be the administrative lead for NHS e-Referral Service referral service, including booking hospital appointments and proxy referrals.
Perform any other duties appropriate to the post as might reasonably be requested from time to time.
Support in the management of QOF and Enhanced Services.
IT
- Maintain and update documents templates on GP IT system including referrals forms, template letters etc.
Training
In liaison with the GP teaching lead and practice administrator, assist in the administration of the student teaching at the practice.
Confidentiality
- 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.
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 policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:
- 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
- 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 of the job holders role
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 recognizes the importance of peoples rights, 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/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
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
- 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
- Recognise
peoples needs for alternative methods of communication and respond
accordingly
Job description
Job responsibilities
Making referrals via NHS e-Referral Service, managing referrals, liaising with the GPs, patients and secondary care as necessary.
Audio typing, copy typing and logging correspondence and medical referral letters/reports and other patient correspondence as required (audio typing, digital dictation, word processing and data entry).
Servicing meetings, circulating the agenda and related documents, recording and typing the minutes of meetings.
Administration of PMA reports: receipt, pulling of records, allocation of reports, recording of payments received.
File patient records and correspondence in patient medical records.
General office duties including but not limited to photocopying, emailing, answering telephone calls, taking messages, dealing with urgent email.
Liaising closely with all other practice staff and GPs. Particularly close working relationship with Practice Manager and senior administration team as well as secretarial colleague.
Acting as a point of contact/source of information about practice matters, procedures, the use of office machinery etc. There is therefore considerable liaison between the post-holder and different categories of staff over a range of issues.
Checking stationary supplies and ordering stationary as appropriate. Checking staff refreshments, ordering and arranging collection of refreshments and groceries as required.
Providing reception cover when staff are on holiday and lunch time and providing cover for members during periods of sickness and annual leave.
Assist and participate in the planning of an improved secretarial service to the practice as necessary.
Be the administrative lead for NHS e-Referral Service referral service, including booking hospital appointments and proxy referrals.
Perform any other duties appropriate to the post as might reasonably be requested from time to time.
Support in the management of QOF and Enhanced Services.
IT
- Maintain and update documents templates on GP IT system including referrals forms, template letters etc.
Training
In liaison with the GP teaching lead and practice administrator, assist in the administration of the student teaching at the practice.
Confidentiality
- 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.
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 policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:
- 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
- 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 of the job holders role
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 recognizes the importance of peoples rights, 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/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
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
- 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
- Recognise
peoples needs for alternative methods of communication and respond
accordingly
Person Specification
Qualifications
Essential
- GCSEs at grades A-C or equivalent
- AMSPAR Diploma or equivalent qualifications or minimum of 2 year
- GP Medical Secretary experience
- Level 2 RSA/OCR word processing/typing qualification/equivalent experience
- Audio typing experience
- Good telephone manner
- Experience of working under pressure
Desirable
- Level 3 word processing/ typing qualification
- Knowledge & Nature of Experience
- Working knowledge of medical terminology
- Experience of patient care setting
Person Specification
Qualifications
Essential
- GCSEs at grades A-C or equivalent
- AMSPAR Diploma or equivalent qualifications or minimum of 2 year
- GP Medical Secretary experience
- Level 2 RSA/OCR word processing/typing qualification/equivalent experience
- Audio typing experience
- Good telephone manner
- Experience of working under pressure
Desirable
- Level 3 word processing/ typing qualification
- Knowledge & Nature of Experience
- Working knowledge of medical terminology
- Experience of patient care setting
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.