Bank Medical Secretary

Job description

Job responsibilities

Some of the duties listed below will be delegated to one secretary but all secretaries must be aware that these duties need to be covered during absence and should familiarise themselves with what is required and make sure they have access to appropriate protocols.

Taking dictation by shorthand or audio, typing dictations/referral letters and other correspondence by using a digital dictation system and entering on patient electronic records.

Attaching letters and initial referrals to the NHS e-Referral Service (formerly Choose and Book) and reporting of any problems to East Kent Hospitals NHS Foundation Trust.

Typing investigation requests and results, ie x-rays and arranging scanning for any handwritten referrals.

Typing medical reports as requested by third party, and sending relevant accounts.

Obtaining reports and results from hospitals as requested by GPs.

Responsible for arranging urgent NHS and private patient appointments.

Performing other duties as agreed with individual GPs, ie completing forms etc.

Dealing with patients enquiries on any of the above, either by telephone or in person.

Making telephone consultation appointments where necessary.

Dealing with correspondence requests through Docman and Tasks

Keep a diary of patients who need to be recalled after tests.

Passing copies/original outgoing handwritten rapid access, x-rays, echo referrals for scanning into system.

Recording all letter/telephone encounters on computer.

Keeping records of correspondence as required.

Dealing with NHS e-Referral Service appointments.

Taking post to reception and special delivery/recorded delivery etc.

Informing hospitals and other agencies of deaths.

Notification of Infectious Diseases to the Public Health Laboratory.

Taking minutes at meetings and undertaking other general administrative duties

Welcoming and assisting in the training of any new members of staff to the secretarial team

Supporting the Practice by providing secretarial support to any doctors/consultants involved in an additional service.

Liaising with practice staff, nurses, social services, hospitals, insurance companies, solicitors, PCT staff, voluntary and other organisations.

Keeping adequate stocks of stationery and other office supplies.

Reporting problems with the photocopier and franking machine to appropriate engineer.

Running weekly computer searches for Rapid Access Referrals and chasing-up appointments when necessary.

Running monthly computer searches for deaths.

Running weekly computer searches for under 5s referrals to notify Health Visitors of any referrals.

Making coffee morning appointments for Drug Representatives and obtaining signatures for fees spent on meetings.

Be familiar with secretarial protocols and take part in their regular updating.

Other duties as per doctors instructions as dictated by changes in the nature of the Whitstable Medical Practice.

Person Specification

Qualifications

Essential

• Minimum Grade C GCSE or equivalent in English Language and Maths or equivalent qualification.

Desirable

• Medical Terminology Course
• Medical Secretary Course/Diploma
• Secretary/Admin qualification

Experience

Essential

• Experience of working as a Medical Secretary.
• Experience of working in a busy environment working to tight deadlines.

Desirable

• Experience of working as a Medical Reports Clerk.
• Experience of working as a Medical Secretary in a GP Practice.
• Knowledge of the NHS e-Referral Service (formally Choose and Book)
• Knowledge of EMIS or other clinical systems.
• Knowledge of Docman.
• Knowledge of local hospitals.

Skills and Abilities

Essential

• Ability to communicate effectively with people at all levels by telephone, in writing and face to face.
• Excellent attention to detail and literacy skills.
• Excellent organisation skills with the ability to prioritise own workload and multi-task.
• Able to work under pressure and to deadlines.
• Able to work well as part of a team.
• Tact, diplomacy and sensitivity.
• Flexibility and confidentiality.
• Minute taking.
• Strong IT skills including Microsoft packages.

Employer details

Employer name

Whitstable Medical Practice

Address

Boorman Way

Whitstable

Kent

CT5 3SE

Employer's website

https://www.whitstablemedicalpractice.co.uk/ (Opens in a new tab)