Medical Secretary and Clinical Administrator
Connaught Square Practice
The closing date is 09 May 2024
Job summary
Our Medical Secretaries handle a variety of duties that aid the daily function of our two practices, and they are critical to helping support our GPs and clinical teams.
Our most important requirement is for a strong
leader who can bring out the best from our team with a positive approach to
change and development in a challenging environment. In particular, they will
be the practice lead on
productivity, performance, quality data, information analysis and reporting and maximise
the practices use of technology to provide an efficient cost-effective level of service.
Main duties of the job
The duties are usually wide ranging and the main responsibilities include:
- dealing with a GP's correspondence, especially referral letters, treatment requests and non-NHS service requests
- preparing letters and clinical reports
- overseeing the Medical Secretary Inbox and responding to queries
- chasing outstanding results, letters, discharge summaries etc.
- responding to administrative enquiries from hospitals or other health and social care providers
- coding and summarising key patient information from letters/notes received into patient records
About us
Practice Mission Statement: High quality general practice now and for the future, caring for all Our Values: Compassion | Putting patients first | Continuity of care | Supporting all members of the team | Commitment to learning
Job description
Job responsibilities
- Promote and formulate systems to ensure efficiencies in work place are in keeping with NHS standards and adhered to
- Provide information and administrative support to all clinicians
- Ensure call and recall system operate effectively to evidence performance. To work closely with the full Practice Team to coordinate follow-up appointments, flag up frequent users or non-engaging patients
- Lead in ensuring effective use of IT to support patient care within the Practice
- Stay up to date with all referral pathways / referral criteria and ensure that up-to-date information is available to referrers as well as patients, including on the practice website
- Identify developments which could be of benefit and make recommendations to the Practice Manager
- Lead on the introduction and proactive management of any new processes and initiatives
- Provide support to practice staff in correctly identifying and targeting patients for assessment and treatment
- Assist the Practice Manager in conducting incentive scheme audits and public health initiatives
- Supervise and oversee the administrative side of the referrals process for all care pathways (referrals in and referrals out for treatment or assessment)
- Ensure effective systems are in place for the smooth day-to-day running of the practice and good organisation of care across the interface between clinical services and patient administration
- Monitor practice systems to ensure optimal delivery of patient services
- Liaise with the Practice Manager with any complaints, feedback or breakdown in service
Job description
Job responsibilities
- Promote and formulate systems to ensure efficiencies in work place are in keeping with NHS standards and adhered to
- Provide information and administrative support to all clinicians
- Ensure call and recall system operate effectively to evidence performance. To work closely with the full Practice Team to coordinate follow-up appointments, flag up frequent users or non-engaging patients
- Lead in ensuring effective use of IT to support patient care within the Practice
- Stay up to date with all referral pathways / referral criteria and ensure that up-to-date information is available to referrers as well as patients, including on the practice website
- Identify developments which could be of benefit and make recommendations to the Practice Manager
- Lead on the introduction and proactive management of any new processes and initiatives
- Provide support to practice staff in correctly identifying and targeting patients for assessment and treatment
- Assist the Practice Manager in conducting incentive scheme audits and public health initiatives
- Supervise and oversee the administrative side of the referrals process for all care pathways (referrals in and referrals out for treatment or assessment)
- Ensure effective systems are in place for the smooth day-to-day running of the practice and good organisation of care across the interface between clinical services and patient administration
- Monitor practice systems to ensure optimal delivery of patient services
- Liaise with the Practice Manager with any complaints, feedback or breakdown in service
Person Specification
Qualifications
Essential
- Good General Education
- At least 3 years' GP Medical Secretary experience or compatible experience in a patient-facing environment in a similar role
- Interest in working with people and in service of patients
- Keen eye for detail
- Ability to multitask
- Ability to work independently and have self-motivation
- Interpersonal skills
- Solution-oriented
- Optimistic explanatory style
Desirable
- Experience of using clinical systems, i.e. SystmOne.
- Experience of local NHS referral pathways
Person Specification
Qualifications
Essential
- Good General Education
- At least 3 years' GP Medical Secretary experience or compatible experience in a patient-facing environment in a similar role
- Interest in working with people and in service of patients
- Keen eye for detail
- Ability to multitask
- Ability to work independently and have self-motivation
- Interpersonal skills
- Solution-oriented
- Optimistic explanatory style
Desirable
- Experience of using clinical systems, i.e. SystmOne.
- Experience of local NHS referral pathways
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.