Medical Secretary

Job description

Job responsibilities

Specific duties and Responsibilities:

1. ASSISTING the PRACTICE MANAGER

1.1. Deal with all incoming post. This includes all correspondence from patients, health authority, PCT and outside agencies

1.2. Take and produce minutes of all practice and clinical meetings

1.3. To type up all referral letters on behalf of the practice and to ensure they are processed accurately and quickly.

1.4. To manage the choose and book system on behalf of the practice. Responsible for attaching all choose and book referral letters to the system and monitoring their progress as required.

1.5. Manage enquiries on behalf of the GPs, Nurse and practice team to ensure that they are dealt with in a timely manner

1.6. To provide secretarial support to all practice and clinical staff as required.

1.7. To manage administrative support systems as necessary including typing of referral letters to hospital and general typing as required

1.8. To maintain an accurate database of all requests for insurance reports, medical reports, letters and copies of medical records including the processing of invoices for reports and letter done and to chase monies owing as required.

1.9. To distribute administrative work to clinicians and monitor the progress.

2. Finance

2.1. Process invoices and chase monies owing for insurance reports, letters and copies of medical records requested by external organisations and patients.

2.2. To process and monitor the substance misuse claims on behalf of the practice.1.1. Responsible for monitoring and ordering all stationery, health promotion material and equipment required by the practice.

2. Patient and Community Services

2.1. Produce, update and monitor practice information, e.g. practice newsletter, practice leaflet, information posters etc.

2.2. To be aware of local organisations relevant to patients; provide information to patients; maintain information about other local resources gather information about other local resources and maintain database.

2.3. To be familiar with practice protocols and assist in dealing with emergencies

2.4. To comply with Caldicott guidelines; understand the importance of, and implications of, patient confidentiality and ensure confidentiality is not breached.

2.5. Maintain a database of information about the practice, including practice leaflet; update as necessary.

2.6. To provide occasional reception back-up including Reception services

Which includes contact with patients, giving appointments, greeting patients on arrival, directing as appropriate, dealing with visitors, informing patients of late running surgeries, registering new patients and explaining services.

2.7. Deal with routine patient or practice business verbal information, following protocols and procedures, take initiative with solving problems or pass them on as appropriate.

2.8. Project a positive and professional image and report problems as necessary.

3. Premises and Equipment

3.1. Identify potential problems/hazards and implement risk management, ensure practice complies with Health & Safety legislation.

3.2. Keep own work area tidy; oversee cleaner or cleaning service.

3.3. Prepare rooms for meeting and training; organise catering and refreshments for meetings as required.

4. Information and Management Technology

4.1. Manage the choose and book system on behalf of all doctors and practice staff.

4.2. Process GP links/amendments and deal with records received from Health Authority. This includes dealing with amendments, rejections, unmatched transactions and any other tasks as required in GP links system

4.3. Type all referral letters and ensure that they are attached to the choose and book system correctly.

4.4. Ensure compliance with the Data Protection Act requirements for confidentiality of patient information

4.5. Manage and participate in relevant training for EMIS system used at the Practice and ECDL programme as required1.1. Adhere to Practice Information Security Policy at all times, in particular ensuring that there are no breaches of confidentiality as a result of your actions.

1.2. Ensure efficient and secure handling of paper or computer patient records, and individual items for patient records, e.g., test results, letters.

1.3. To create and monitor a database for the accurate management and processing of claims for work done with substance misuse patients.

1.4. Create and maintain a database for monitoring the progress of insurance claims, reports and requests for information and medical records by external organisations and patients including data regarding financial payment requested and received.

2. WORKING CONDITIONS

To manage correct use of all office equipment and report on for maintenance as required.

To understand the importance of Health and Safety, follow all practice protocols and report problems.

8. EFFORT Physical, Emotional and Mental

To deal with all users of the services provided e.g. patients, health professionals and family members in a professional manner, taking care and time to acknowledge and understand their needs.

To adhere to non-discriminatory policies and to treat patients and work colleagues with courtesy and respect

To promote good team working conditions and to appreciate and understand the needs of the other team members

9. EQUALITY and DIVERSITY

To adhere to non-discriminatory policies and to treat patients and work colleagues with courtesy and respect.

To promote good team working conditions and to appreciate and understand the needs of the other team members.

GENERAL:

To work in accordance with Practice policies and guidelines at all times

To adhere to Practice Information Security Policy at all times, in particular ensuring there are no breaches of confidentiality as a result of your actions

To carry out other duties commensurate with the grade as directed

No Smoking Policy

The Barkantine Practice is committed to a policy, which actively discourages smoking and offers support to staff who wish to stop smoking.

Equal Opportunities

The Barkantine Practice operates an equal opportunities policy and expects staff to have a commitment to equal opportunities policies in relation to employment and service delivery

Person Specification

Experience

Essential

• 2 years experience of working within a healthcare environment

Desirable

• Experience of working within a primary care environment

Qualifications

Essential

• GCSE Level

Desirable

• GNVQ
• Certificate in Medical Terminology or equivalent

Skills/ Abilities

Essential

• Communication skills; written and verbal
• High degree of computer literacy including knowledge of Word, Excel and PowerPoint
• Ability to delegate
• Ability to deal with patients/clients sensitively and appropriately
• Ability to remain calm in situations of conflict
• Ability to work well under pressure
• Ability to use own initiative and work independently
• Ability to work as part of a team
• Financial - to keep accurate records of invoices sent and monies received
• Ability to plan ahead and identify and implement improvements to the systems
• Ability to manage own workload
• Ability to prioritise workload
• Ability to problem solve
• Ability to distribute work to clinicians
• Experience of using Choose and Book System
• Knowledge of the local and national healthcare economy/environment.

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

The Barkantine Practice

Address

Barkantine Clinic

121 Westferry Road

London

E14 8JH

Employer's website

https://www.barkantine.nhs.uk (Opens in a new tab)