Medical Secretary / Administrator

Job description

Job responsibilities

WICKHAMBROOK SURGERY

JOB DESCRIPTION

JOB TITLE: Medical Secretary/Administrator (Job Share)

HOURS: 25 hours worked over 3 days (Wed/Thur/Fri)

ADDITIONAL HOURS: To be worked upon request to cover absences of job share colleague due to holiday, sickness or increased workload

ANNUAL LEAVE: 4 weeks pro rata plus Bank Holidays

ACCOUNTABLE TO: Practice Manager

Job Summary:

To provide general secretarial support to the Doctors, health professionals, and senior management team, involving audio and copy typing skills with general clerical work including scanning and the workflow of clinical documents within patient records.

Job responsibilities:

• To ensure that all audio typing is transcribed with efficiency and accuracy in a timely manner and where referrals or reports are directed to outside agencies that they are despatched with all relevant supporting documentation and that copies of all correspondence appertaining to patients are recorded and retained within the clinical system.
• Transcribing dictation, preparing medical reports and summaries, patient histories, operative notes, manuscripts and correspondence; producing documents using our patient database where applicable (EMIS Web)
• Processing referrals via the e-Referral system and monitoring the status of live referrals
• Send 2WW (Two Week Wait) referrals by the appropriate system as presented and ensure the referral is recorded appropriately, check that 2WW referrals have been attended and report any DNAs to the referring GP

• Assist the practice manager with clerical and administrative duties as requested
• Maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• Attaching incoming clinical documents to patient records using EMIS scanning module and document workflow to clinicians
• Coding of clinical diagnoses on patient computer record using SNOMED clinical coding
• Attend meetings and take minutes where required

• Receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. This will include interacting with patients with compassion and kindness

• Provide cover for job share colleague during periods of sickness and leave

• Receive and dispatch mail.

• Invoicing for all non-NHS requests including medical examinations.

Confidentiality:

• In the course of our work, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• 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
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

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, to include:

• Using personal security systems within the workplace according to practice guidelines
• 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
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Reporting any potential risks that are identified
• Demonstrate due regard for safeguarding and promoting the welfare of children.

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 recognises the importance of peoples 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
• Behaving in a manner that 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
• 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 quality and risk
• 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

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

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

Person Specification

Qualifications

Essential

• Good level of standard education
• Excellent keyboard skills

Desirable

• ECDL or equivalent
• Medical terminology certification
• RSA or NVQ Keyboarding skills accreditation

Experience

Essential

• Previous experience in a customer care setting
• Secretarial experience
• Working as part of an integrated multi-skilled team
• Dealing with the public/patients

Desirable

• Previous secretarial/administrative experience within Primary Care/NHS/Caring profession

Knowledge

Essential

• Excellent keyboard and computer skills
• Excellent communication skills
• Windows software/network awareness
• Minimum of 45 wpm typing speed
• Competent with MS Word
• Good command of English and a high standard of grammar and spelling

Desirable

• ECDL or equivalent
• EMIS Web clinical system
• Medical Terminology
• Audio typing (digital dictation)

Skills and Ability

Essential

• Excellent communication skills, verbal & written at all levels
• Able to think and plan ahead using own initiative
• Work to deadlines, sometimes under pressure
• Flexibility in working hours as required
• Professional demeanour
• Good sense of humour; personable

Desirable

• Shows a commitment to personal, professional development
• Full driving licence

Attributes

Essential

• Diplomacy - An understanding, acceptance and adherence to the need for strict confidentiality
• Ability to work without direct supervision and determine own workload priorities
• Ability to work as part of an integrated multi-skilled team
• Able to work in a changing environment
• Evidence of organisational skills
• Ability to work autonomously and grasp new concepts
• Ability to use own judgement, resourcefulness and common sense

Desirable

• Experience of working in a changing environment

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.

Employer details

Employer name

Wickhambrook Surgery

Address

Nunnery Green

Wickhambrook

Newmarket

Suffolk

CB8 8XU

Employer's website

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