Job summary
Whitstable Medical Practice is an
innovative and growing provider of primary care and integrated services. Due to
the need to expand the workforce, the Practice is
seeking Medical Secretaries to join our friendly teams. The starting salary is £11.75 per hour rising to £13.05 after a successful 6 month probation period. Full-time and part-time roles will be considered.
The NHS Pension scheme is also offered.
Main duties of the job
Previous secretarial experience is
essential, preferably with medical experience, as is an excellent range of
secretarial skills including fast and accurate audio typing and minute taking.
You will need to be a team player, have a flexible approach, good communication
and organisational skills. You will need to be able to prioritise effectively
in a very busy environment. Training for our clinical system EMIS will be
provided to the successful candidate.
About us
Whitstable Medical Practice is a forward thinking single practice Primary Care Network (PCN) GP Practice based across 3 sites in Whitstable. There are 23 equity partners and 11 salaried GPs looking after over 42,000 patients. We pride ourselves on our innovative approach to Primary Care. We are a training practice and run various in house contracts including Cataract surgery, Ultrasound, Dermatology, Physical Therapies and Audiology together with further community contracts, a Day Surgery Suite and an Urgent Treatment Centre with digital x-ray.
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 GP’s
- Responsible for arranging
urgent NHS and private patient appointments.
- Performing other duties as
agreed with individual GP’s, 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 5’s 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.
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 GP’s
- Responsible for arranging
urgent NHS and private patient appointments.
- Performing other duties as
agreed with individual GP’s, 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 5’s 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.
Desirable
- Medical Terminology Course.
- Medical Secretary Course/Diploma.
- Secretary/ Admin qualification.
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 organisational 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.
Experience
Essential
- Experience of working as a Medical Secretary.
- Experience of working in a busy environment working to tight deadlines.
Desirable
- Knowledge of the NHS e-Referral Service.
- Knowledge of EMIS or other clinical systems.
- Knowledge of Docman.
- Knowledge of local hospitals.
Person Specification
Qualifications
Essential
- Minimum Grade C GCSE or equivalent in English Language and Maths.
Desirable
- Medical Terminology Course.
- Medical Secretary Course/Diploma.
- Secretary/ Admin qualification.
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 organisational 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.
Experience
Essential
- Experience of working as a Medical Secretary.
- Experience of working in a busy environment working to tight deadlines.
Desirable
- Knowledge of the NHS e-Referral Service.
- Knowledge of EMIS or other clinical systems.
- Knowledge of Docman.
- Knowledge of local hospitals.
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.
