Job responsibilities
To work as a team to
provide an efficient, comprehensive secretarial and administrative support
service to the Practice.
To prioritise
workload and undertake duties without direct supervision, working within broad
procedural guidelines with oversight provided by the Deputy Practice Manager.
Key Responsibilities:
Handle and follow up patient enquiries, exercising
initiative and liaising with the doctor, hospital, relatives and others with
regard to actions necessary remembering always that the doctor remains
accountable for clinical decisions.
Type all correspondence as requested by doctors and
health professionals, accessing work flows via personal and practice nhs.net email
accounts, Docman as well as other sources. This includes the typing and sending
of letters, reports, investigation requests, patient referrals, minutes,
medical information, memoranda etc. accurately typed and well presented.
Check that all urgent referrals that have been emailed have been
received at the destination intended.
To
receive and dispatch mail and maintain a pending system.
Enter all correspondence on to the Practice clinical system using
read codes where appropriate and log all referrals.
Prioritise all correspondence, working with and
supporting colleagues to ensure urgent correspondence is undertaken in a timely
manner.
Provide cover for colleagues at times of annual leave
and sickness to ensure the service to doctors and patients is unaffected at
such times.
Communicate and liaise with all staff teams and
disciplines within and attached to the practice.
Arrange appointments as required and take messages when
appropriate. Deal with any telephone enquiries in a polite and
professional manner.
Establish and maintain filing and administrative systems so that
written or computer information is easily accessible and secure.
Retrieve medical records and assist the completion of
medical/insurance reports, photocopy as required and invoice accordingly.
Handle correspondence with Solicitors requesting patient records,
updating practice records and typing invoices as appropriate.
Process patient results, liaising with the doctor or appropriate
health professional, contacting patients and receiving telephone calls
from patients as required.
Liaise with the clerk responsible to maintain adequate supplies of
office stationery in order to perform an efficient secretarial service.
Design template letters and forms for use throughout the practice
as required.
Perform any reasonable administrative tasks as
requested.
Read code patient records from clinical letters as
directed by the doctor or health professional.
Summarising of medical records, including GP to GP
computer records.
Maintain the safeguarding spreadsheet working to the
adult and child safeguarding protocols.
To liaise and arrange meetings (to include the booking
of rooms) as required and to attend meetings and take minutes.
Support the Practice team to maintain the quality and
accuracy of all patient records by:
Entering all appropriate patient information using the
clinical system.
Assisting with the management of disease registers
where appropriate.
Accurate input of all data.
Health & Safety
Assist in promoting and maintaining your own and
others health, safety and security as defined in the Practice Health and
Safety policy. Ensure that any hazards
in your working area are reported immediately to your line manager.
Carry out routine checks to ensure your work station
is clean and tidy at the start and end of your shift.
Ensure all equipment in your work station is
operational and up to date and report any issues to your line manager.
Ensure that confidential patient information is stored
and handled according to protocol and report any concerns to your line manager.
Confidentiality
Ensure patient and Practice information is kept
confidential and secure at all times, in accordance with the Information
Security and Confidentiality protocols.
Performance/Professional Development
To participate in training sessions to ensure
administrative, clinical and computer skills are kept up to date with current
technology and practice.
To participate in regular appraisal meetings.
To participate
in regular team meetings.
Equality & Diversity
To support the equality, diversity and rights of
patients, carers and colleagues according to Practice protocol.
Dignity and Respect
To treat patients, colleagues and visitors with
dignity and respect at all times.
Any Other Duties
Any other duties as
may be determined by the Practice Management Team and Partners.