Job responsibilities
Title:Medical Secretary
Responsible To:Operations Manager
Main Purpose of the Post:
To provide an
efficient, comprehensive secretarial support service to the Practice without direct
supervision and with broad procedural guidelines.
Duties & Responsibilities of the Post:
General:
To prioritise all
correspondence appropriately
Work with all members of the
secretarial team to ensure workload is completed in a timely and efficient
manner.
Use dictation software to
audio type correspondence
Preparation and production of
document templates
Work in accordance with
written protocols
Help support colleagues as
required, including cover for annual leave on sickness
Type and save all
correspondence appropriately using the Practice clinical system
Enter all correspondence onto
the Practice clinical system using READ codes where appropriate
Log all referrals
appropriately
Actively and effectively
utilise e-referral where appropriate and encourage uptake amongst clinicians
Raise invoices using in house
software
Chase
overdue invoices, liaising with the finance team as required
Participate in minute taking for meetings /
events
Liaise with Healthcare
professionals, patients, solicitors and other external organisation to assist
with the resolution and administration of queries.
Provide medical records in
accordance with requests in a timely manner following payment
Perform any reasonable
administrative tasks as requested such as photocopying and filing duties
Take part in monthly and
quarterly audit / searches as deemed necessary
Confidentiality:
As per
both Government legislation and Practice policies ensure that all
confidentiality, data protection and information governance policies and
guidelines are followed and strictly adhered to. Reporting any infringements to the
Operations Office immediately.
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:
- 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
- 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
- Undertaking periodic infection control
training (minimum annually)
- Reporting potential risks identified
- Demonstrate due
regard for safeguarding and promoting the welfare of children.
- Reporting
potential risks identified.
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, 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 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 staff performance review.
- 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.
- Lead on induction
and training of new staff at site
- 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/Information:
The post-holder should
recognize the importance of effective communication within the practice and
m/team and will strive to:
- Communicate
effectively with other team members.
- Communicate
effectively with patients and carers.
- Recognize
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
Any other delegated duties considered
appropriate to the post.
This
job description is not intended to be exhaustive, but to indicate the main
areas of responsibility. It may be
changed after consultation with the post holder. The employee shares with the
employer, the responsibility for review and modification of duties. Suggestions and discussions are
welcome.
Policies and Procedures - the duties and
responsibilities of the post will be undertaken in accordance with the
policies, procedures and practices of the Practice, which may be amended from
time to time. You are required to be flexible and the practice reserves the
right to alter such fixed hours as may be considered necessary to ensure the
surgery runs smoothly.
Business
operates between the hours of 0700 2100 hours Monday to Friday (0800 1300
Saturday), with possible requirement for some future evening and weekend
working as the business develops.