Medical Secretary

Job description

Job responsibilities

Key Result Areas

• Process patient referrals via ERS (electronic referral service), e-consult and the electronic method to ensure that routine referral letters are distributed efficiently within a 5 day period, using the ERS programme as appropriate and attaching enclosures as necessary.
• Advise doctors of rejected referrals and ensure these are dealt with in a timely manner
• Ensure 2 week wait proforma referrals are dealt with efficiently and promptly by the appropriate system and contain all relevant information, ensure the referral is recorded appropriately. Follow up all proformas ensuring appointments are made within a 2 week period. Check the fast track referrals have been attended and report any DNAs to the referring GP
• Keep up to date with changes in referral systems and new proformas by reading e-mails sent to the practice.
• Answer the telephone as part of a team of staff, picking up general enquiries in relation to various services, take messages for clinical and management staff ensuring forwarding in a timely manner. Undertake queries on behalf of patients, trying to establish their concerns and trying to resolve, keeping the patient informed at all times
• Complete tasks for patients from clinicians along with those from external sources ie: NHS Website, Accurix
• Assist the clinical team with all secretarial needs, typing letters for patients, typing and emailing hospital letters and administrative duties if required
• Make best use of the Practice computer system to ensure good communication and audit standards in an accurate and secure manner.
• Maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• Process medical reports as Affinity Care protocol which include accurate typing of medical reports, liaising with patients where they wish to read reports prior to dispatch and generating invoices.
• To work as part of a team of staff who respond in a timely and accurate manner to patient notes and queries on the clinical system. You are jointly responsible for the ongoing development and maintenance of safe patient administration management systems by ensuring timely and accurate input of information on the clinical system, following templates and protocols where required
• To provide cover during staff absences and other times of pressure on colleague’s workload and handover effectively to colleagues before your planned absences ie annual leave

• Undertake any other additional duties appropriate to the post as requested by the Patient Services Manager

Teamwork

• Work as an effective and responsible team member, supporting other members of clinical and non-clinical staff in a flexible and approachable manner
• To work as part of a team of staff who respond in a timely and accurate manner to patient notes and queries on the clinical system
• As part of a team you are jointly responsible for the ongoing development and maintenance of safe patient administration management systems by ensuring timely and accurate input of information on the clinical system, following templates and protocols where required
• To answer the telephone as part of a team of staff, picking up general enquiries in relation to various service areas
• To provide general office duties such as filing, post distribution and photocopying as relevant to your clinic areas and as part of a team of staff providing a general admin function
• Participate in team activities that create opportunities to improve patient care
• Ensure clear understanding and utilisation of services and referral mechanisms and policies to meet patient need
• To work within the Affinity Care medical secretarial team providing support and assistance when needed

General

• Explore the potential of such a role and shape and scope it effectively to meet its overall objectives of helping to improve the patient experience and better manage demand on our services
• Identify and undertake appropriate training for self- development within this role.
• Provide administrative support for: correspondence, agendas, taking minutes, and collating, typing proof-reading and formatting reports.

Person Specification

Qualifications

Essential

• GCSE English Language grade C/level 5 (or equivalent)

Desirable

• NVQ Level 3/4 Customer Service (or equivalent)

Other

Essential

• Evidence of willingness to learn and develop.
• Values diversity and difference, treats people with equal respect.
• Adaptable, innovative, forward-thinking.
• Enthusiastic, highly-motivated with energy and drive.
• Empathetic, honest, caring, and considerate.
• Professional and smart appearance.
• Willing to work flexible hours as necessary.
• Able to travel if required.

Experience

Essential

• Experience of working in a patient-focused environment.
• Working knowledge of GP practice.
• An understanding, acceptance, and adherence to the need for strict confidentiality.
• Clerical/administrative experience in a similar environment.
• Working knowledge of Microsoft Office applications.

Desirable

• Knowledge of medical terminology.
• Experience working as a medical secretary.

Skills/Qualities/Attributes

Essential

• Competent in the use of IT.
• Communication skills, both written and verbal.
• Ability to work with others and contribute to team objectives.
• Able to work on own initiative and prioritise workload.
• Excellent interpersonal skills and relationship building skills.
• Ability to work to scheduled timelines.
• Able to work under pressure.
• Good organisational skills and attention to detail.

Desirable

• Competent in the use of SystemOne.

Employer details

Employer name

Affinity Care

Address

Sunnybank Medical Centre

Town Gate

Wyke

Bradford

West Yorkshire

BD12 9NG

Employer's website

https://shipleymedicalpractice.nhs.uk/ (Opens in a new tab)