Secretary

Job description

Job responsibilities

Role duties

Referral Management:

Referral Coordination: Oversee and manage the referral process from initiation to completion. Ensure referrals are processed promptly and accurately, coordinating with healthcare providers, patients, and insurance companies as necessary.

System Management: Maintain and update referral systems to ensure they are efficient and up to date. Monitor the system regularly to identify and resolve any issues quickly.

Documentation: Handle all administrative aspects of referrals, including typing referrals, managing correspondence, and keeping detailed records of all referral actions and outcomes.

Patient Communication:

Patient Interaction: Serve as the first point of contact for patients regarding referrals. Provide patients with updates, answer their queries, and guide them through the referral process to ensure a smooth and understandable journey.

Information Verification: Confirm patient details, insurance information, and referral requirements to prevent any discrepancies that could delay care.

Administrative Support:

Clerical Tasks: Perform a variety of clerical duties including filing, photocopying, and organising documents related to patient referrals.

Report Preparation: Prepare accurate reports on referral statuses and outcomes for the Assistant Practice Manager to review. These reports are essential for monitoring performance and making improvements.

Meeting Coordination: Schedule and Organise meetings related to referral processes, ensuring all relevant parties are informed and prepared.

Summarisation: Summarisation of medical records, and processing receipt and dispatch of medical records.

eConsultations: Process eConsultations received if required.

Miscellaneous: Any other administrative work as required.

Communication and Coordination:

Internal Liaison: Act as a liaison between different departments to ensure referral processes are integrated smoothly across the practice.

External Communication: Manage communications with external entities such as other healthcare facilities, specialists, and insurance companies to facilitate efficient referral processes.

Quality Control:

Process Improvement: Continually assess and improve the referral processes. Implement changes to enhance accuracy, efficiency, and patient satisfaction.

Compliance: Ensure all referral activities comply with healthcare regulations and internal policies. Participate in audits and compliance reviews as required.

Miscellaneous:

The Practice recognises that the role above is wide and varied is evolving in nature. Therefore, this job description is not intended to be exhaustive and there will be other tasks and duties that the post holder will be expected to perform within what is ordinarily expected of this role.

Person Specification

Qualifications

Essential

• Educational Background:
• Secretarial and typing qualification.
• Office Management or Administration, qualification or a related field is highly advantageous.

Experience

Essential

• Proven experience as a Secretary or Administrative Assistant
• Experience in using healthcare systems
• Proficiency in managing electronic health records
• Strong typing skills and experience with medical terminology
• Excellent verbal and written communication skills
• Strong interpersonal skills to provide empathetic and informed responses to patient inquiries
• Exceptional organisational and time management skills
• Attention to detail

Desirable

• Ability to analyse referral data and reports to identify trends
• Skill in using software tools to generate insights and enhance the efficiency of referral processes
• Proactive in identifying and resolving issues within the referral system or in patient communications
• Ability to anticipate needs and deliver solutions to facilitate seamless referral operations
• Flexible and adaptive to changing workflows and technology integrations in healthcare administration
• Capacity to learn and master new software systems related to referral management quickly
• Experienced in working collaboratively in a team-oriented environment
• Supportive of team goals and cooperative in handling shared tasks
• Commitment to ethical practices
• High level of professionalism and reliability

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

Fuller and Forbes Partnership

Address

Stirling Road Medical Centre

Plymouth

PL5 1PL

Employer's website

http://bramleyonline.co.uk/ (Opens in a new tab)