Job responsibilities
The Heath Surgery
JOB
DESCRIPTION
JOB TITLE: MEDICAL SECRETARY /
ADMINISTRATOR
REPORTS TO: OPERATIONS MANAGER
Job summary:
To
provide general secretarial and administrative support to the doctors, practice
manager, operations manager and health professionals.
Offer general
assistance to the practice team and project a positive and friendly image to
patients and other visitors, either in person or via the telephone.
Job
responsibilities:
- To
provide an efficient copy typing and word processing service for
GPs and health professionals as required. This includes the typing of
letters, reports, patient referrals, minutes, memorandums, etc. in an
accurate and quality manner.
- To
take minutes in meetings as required.
- Shared
responsibility for processing document workflow.
- To
provide reception cover if needed.
- Process
requests and produce Medical Reports, Subject Access Reports and Insurance
Reports.
- To
assist the practice manager and operations manager with all clerical and
administrative duties.
- To
make appointments, bookings and admissions as required.
- Train new/locum staff to use the systems to the level
required to provide secretarial support
- To
liaise and arrange meetings (to include the booking of rooms) as required
and to attend meetings and take minutes.
- Shared
responsibility of Medical Records Summarising.
- To
establish and maintain filing and administrative systems so that written
or computer information is easily accessible and secure.
- Ensure practice policies are followed and accurate
records are kept
- Manage paperwork systems,
including internal & external post, document scanning and read coding,
liaising with the reception office lead(s) as appropriate
- To produce protocols relevant to the role and ensure
they are kept up to date.
- To raise
invoices as necessary for room bookings/medical/insurance records
- File
and correspondence in patient medical records as appropriate.
- To
receive incoming and initiate outgoing telephone calls in order to
facilitate timely and appropriate communications with others, taking
messages and dealing with appropriate queries.
- To
maintain the computer clinic system in an accurate and secure manner.
- To
assist with the gathering of statistics and information when required.
- To
provide secretarial cover for members of the team during periods of
sickness and annual leave.
- Maintain
adequate supplies of office stationery and computer consumables.
- To receive and
dispatch mail and maintain a pending system.
- Arrange gifts and cards for staff
leaving, marriages, births
- Confidentiality:
- In
the course of seeking treatment, 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, 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
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
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
- 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
