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We are looking for an enthusiastic, dedicated medical secretary to join our team at Pavilion Surgery. The candidate will have a minimum of 1 year medical secretary experience or a minimum of 1 year experience of working in a GP surgery setting.
The successful applicant will be contracted to work a minimum of 20 hours per week to 26 hours per week. Hours to be agreed with successful candidate.
It is essential that the post holder has the ability to work under pressure, displaying excellent attention to detail and prioritising the urgency of the workload.
You will receive training to use the EMIS clinical system and other IT systems.
The post holder must display a considerable degree of initiative, be positive with a can-do approach.
The role is to provide an efficient, comprehensive, professional and effective secretarial service.
Main duties of the job
MAIN DUTIES AND RESPONSIBILITIES OF THE POST:-
1) Using Lexacom digital dictation system, applying advanced keyboard skills to type referral letters, clinical letters and reports as required by the clinicians.
2) Processing all referrals via our electronic referral (ERS) web-based system, email & other pathways. Overseeing progress of those referrals, including monitoring rejected referrals & liaising with referring clinician.
3) Managing & responding to patient tasks & queries from clinicians, prioritising where appropriate.
4) Dealing with patients queries regarding referral appointments, liaising with hospital departments as appropriate.
5) Processing two week wait cancer referrals, maintaining log and carrying out a weekly audit.
6) Checking & responding to secretarial e-mails e.g correspondence from outside clinical agencies regarding referrals etc.
7) Checking ERS referrals worklists daily making sure rejections/triage outcomes are processed.
8) Processing requests for information i.e. Subject Access Requests from solicitors and insurance companies, DVLA forms etc. Invoicing as appropriate and ensuring payment received.
9) Providing additional secretarial support to the practice manager and clinicians when needed.
Overview of your organisation
Part time permanent
Monday to Friday
Minimum 20 hours per week
Generous holiday entitlement of 5 weeks plus bank holidays pro rata
Pavilion Surgery continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews.
At Pavilion Surgery, you will be required to complete the induction programme and the practice management team will support you throughout the process.
Learning and development -
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake in, and complete mandatory training. It is an expectation for this post holder to assess their own learning needs and undertake learning as appropriate
Collaborative working -
All staff are to recognise the significance of collaborative working and understand their own role and scope and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team.
Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and work effectively with others to clearly define values, direction and policies impacting upon care delivery
Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner. All staff should delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence.
Managing information -
All staff should use technology and appropriate software as an aid to management in the planning, implementation and monitoring of care and presenting and communicating information. Data should be reviewed and processed using accurate SNOMED/read codes to ensure easy and accurate information retrieval for monitoring and audit processes.
Service delivery -
Staff will be given detailed information during the induction process regarding policy and procedure. The post holder must adhere to the information contained within the organisations policies and regional directives, ensuring protocols are always adhered to.
The security of the organisation is the responsibility of all personnel. The post holder must ensure they always remain vigilant and report any suspicious activity immediately to their line manager.
Under no circumstances are staff to share the codes for the door locks with anyone and are to ensure that restricted areas remain effectively secured. Likewise, password controls are to be maintained and are not to be shared.
Professional conduct -
All staff are required to dress appropriately for their role.
Equality, Diversity and Inclusion -
A good attitude and positive action towards Equality Diversity & Inclusion (ED&I) creates an environment where all individuals can achieve their full potential. Creating such an environment is important for three reasons it improves operational effectiveness; it is morally the right thing to do, and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that they treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF) -
This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety.
The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.
All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements.
All personnel are to comply with the:
Health and Safety at Work Act 1974
Environmental Protection Act 1990
Environment Act 1995
Fire Precautions (workplace) Regulations 1999
Coronavirus Act 2020
Other statutory legislation which may be brought to the post holders attention