Job summary
Havelock Grange Practice is looking for a full time Medical Secretary.
Our ideal candidate should be
approachable and organised, with a can-do attitude, excellent communication,
and IT Skills. They should have good
attention to detail and a passion to provide high quality patient services.
In a fast-paced environment, there may be several time
sensitive tasks on you at once in this role, so being organised, methodical and
computer literate is essential.
The candidate should be punctual and able to work well in a
team, as well as autonomously with designated tasks.
Some previous experience of working in a GP Practice or the
NHS would be preferred, although all training will be provided.
You would be working with a resilient and resourceful GP
Practice team with friendly and supportive staff.
Main duties of the job
To be
responsible for undertaking a wide range of secretarial and administrative
duties and the provision of administrative support to the multidisciplinary
team.
Duties can
include, but are not limited to, the processing of information (electronic and
hard copy) in a timely manner, liaising with multidisciplinary team members and
external agencies such as secondary care and community service providers in
accordance with current policies. Furthermore, duties can also include
supporting the administration and receptionist teams as required.
To be responsible for SNOMED CT
coding of relevant information into patients electronic healthcare records on
the clinical system, adhering to the organisations coding policy.
About us
Havelock Grange Practice are a
friendly and supportive Practice of 13,500 patients, with a vision to achieve
continued excellent patient care, led with compassion and with a patient
centred approach.
We are an experienced training
Practice with 6 GP Partners, supported by a diverse team of Advanced Nurse
Practitioners, Nurses, Health Care Assistant, Phlebotomists and resilient
Reception and Admin teams.
We also work as part of the One Life
Hartlepool Primary Care Network, which has three GP Practices working in
partnership; This allows the Practice to be also supported by PCN Pharmacists,
Mental Health Practitioner, First Contact Physiotherapy, Social Prescribers,
Care Co-ordinators and Health & Wellbeing Coaches.
Job description
Job responsibilities
The following are the core responsibilities of
the Medical Secretary in delivering health services. There may be, on occasion,
a requirement to carry out other tasks. This will be dependent upon factors
such as workload and staffing levels:
- Type
letters, reports and associated documentation as required and within the
specified timescales as appropriate for the referral
- Liaise
with external agencies such as hospitals and community services, ensuring
referrals are processed efficiently
- Manage
all enquiries in an effective manner
- Maintain
an accurate referrals database
- Action
all incoming email within a timely manner
- Scan
documentation and attach scanned documents to patients healthcare records
- Accurately
input and code SNOMED CT data on the clinical IT system
- Process
referrals using the electronic referral system (ERS)
- Process
requests for information i.e., SAR, insurance/solicitors letters and DVLA
forms
- Answer
incoming phone calls, transferring calls or dealing with the callers request
appropriately
- Manage
all administrative queries as necessary
- Conduct
clinical system searches as requested
- Support
all clinical staff with general administrative tasks as requested
- Maintain a clean, tidy, effective
working area at all times
Job description
Job responsibilities
The following are the core responsibilities of
the Medical Secretary in delivering health services. There may be, on occasion,
a requirement to carry out other tasks. This will be dependent upon factors
such as workload and staffing levels:
- Type
letters, reports and associated documentation as required and within the
specified timescales as appropriate for the referral
- Liaise
with external agencies such as hospitals and community services, ensuring
referrals are processed efficiently
- Manage
all enquiries in an effective manner
- Maintain
an accurate referrals database
- Action
all incoming email within a timely manner
- Scan
documentation and attach scanned documents to patients healthcare records
- Accurately
input and code SNOMED CT data on the clinical IT system
- Process
referrals using the electronic referral system (ERS)
- Process
requests for information i.e., SAR, insurance/solicitors letters and DVLA
forms
- Answer
incoming phone calls, transferring calls or dealing with the callers request
appropriately
- Manage
all administrative queries as necessary
- Conduct
clinical system searches as requested
- Support
all clinical staff with general administrative tasks as requested
- Maintain a clean, tidy, effective
working area at all times
Person Specification
Knowledge and Skills
Essential
- Excellent communication skills and effective in communicating and understanding patient needs
- Competent in the use of MS Office
- Problem solver with the ability to process information accurately and effectively, interpreting data as required
- Ability to use own initiative, discretion, and sensitivity
- Understanding of clinical coding
- Ability to work as a team member and autonomously
- Good organisational skills
- Clinical IT system user skills and the ability to record accurate notes
- Ability to effectively utilise resources
Desirable
- Demonstrate personal accountability, emotional resilience and ability to work well under pressure
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
Desirable
- Experience of working in a healthcare setting as a medical secretary
Qualifications
Essential
- GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English
- Typing qualification, i.e., OCR or RSA Diploma
Desirable
- NVQ Level 2 in Health and Social Care
- Level 3 in Medical Terminology
Person Specification
Knowledge and Skills
Essential
- Excellent communication skills and effective in communicating and understanding patient needs
- Competent in the use of MS Office
- Problem solver with the ability to process information accurately and effectively, interpreting data as required
- Ability to use own initiative, discretion, and sensitivity
- Understanding of clinical coding
- Ability to work as a team member and autonomously
- Good organisational skills
- Clinical IT system user skills and the ability to record accurate notes
- Ability to effectively utilise resources
Desirable
- Demonstrate personal accountability, emotional resilience and ability to work well under pressure
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
Desirable
- Experience of working in a healthcare setting as a medical secretary
Qualifications
Essential
- GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English
- Typing qualification, i.e., OCR or RSA Diploma
Desirable
- NVQ Level 2 in Health and Social Care
- Level 3 in Medical Terminology
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.