Medical Secretary and Admin Safeguarding Lead

Job description

Job responsibilities

Job summary:

The Administration Safeguarding Lead at a GP surgery plays a crucial role in ensuring the safety and welfare of vulnerable patients, particularly children and adults at risk.

To provide a medical secretarial service to the Practice primarily to process patient referrals and medical reports generated by the doctors, health professionals, to deal with all related enquiries and queries. The medical secretary also provides some secretarial support to the Practice Business Manager

Job responsibilities:

• To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.
• To assist the practice manager with all clerical and administrative duties.
• To make appointments, bookings and admissions as required.
• To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.
• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• To retrieve medical records and assist the completion of medical/insurance records.
• File patient records and correspondence in patient medical records.
• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
• To maintain the computer clinic system in an accurate and secure manner.
• To assist with the gathering of statistics and information when required.
• To provide cover for members of the secretarial team during periods of sickness and annual leave.
• In liaison with the clerk responsible, maintain adequate supplies of office stationery in order to perform secretarial duties.
• To receive and dispatch mail and maintain a pending system.
• Work to tight timelines with two week wait and urgent referrals.
• Use of NHS E-referral service, referral selection service and advice partners of current referral trends and criteria.
• Use of DOCMAN and EMIS tasks to process clinical information and organise care in a confidential and timely manner.
• Expediting hospital appointments and chasing results.
• Ensure that all members of staff including the partners are aware of any changes to services within primary and secondary care and all private and public sector agencies that the surgery uses.
• Carry out tasks and data input to assist the practice in data collection and audits that may be required from time to time.
• Arrange Palliative Care meetings and record care plans on computer.
• Organise any other meetings that may be deemed necessary and prepare agenda and record minutes.
• Communication with patients to update information as required and updating surgery website.
• Deal with patients face to face to organise their care.
• Record all activity in connection with the patient care on the clinical computer system using read codes where appropriate.
• Liaise with all third party agencies to arrange the patient care as instructed by the GPs.
• Inform partners and staff of any changes to services and procedures carried out to maintain patient care.
• Keep records of non-NHS work including invoices, medical reports, copies in accordance with the Data Protection Act.
• Arrange access to patient records in accordance with the practice policies and procedures with particular attention to the Data Protection Act.
• Filing
• Attend practice meetings when required.

Admin Safeguarding Lead responsibilities:

• Policy Development: Developing and implementing policies and procedures related to safeguarding vulnerable patients, in accordance with local and national guidelines.
• Training and Awareness: Providing training and raising awareness among staff about safeguarding issues signs of abuse or neglect, and how to respond appropriately.
• Risk Assessment: Conducting risk assessments for vulnerable patients and ensuring appropriate measures are in place to mitigate risks to their safety.
• Referrals and Reporting: Managing referrals to external agencies, such as social services or safeguarding teams, when abuse or neglect is suspected or identified. They may also be responsible for ensuring accurate and timely reporting of safeguarding concerns to relevant authorities.

• Support and Liaison: Providing support to patients who may be experiencing abuse or neglect, and liaising with other healthcare professionals, social workers, and support agencies to coordinate care and support.
• Record Keeping: Maintaining accurate and confidential records of safeguarding concerns, assessments, and actions taken, in compliance with data protection regulations.
• Monitoring and Review: Monitoring safeguarding practices within the GP surgery, reviewing policies and procedures regularly to ensure they remain up-to-date and effective.
• Overall, the Administration Safeguarding Lead plays a vital role in promoting a culture of safeguarding within the GP surgery and ensuring that the welfare of vulnerable patients is prioritized and protected.
• This list is not exhaustive but gives an indication of the types of tasks that may be allocated to you as appropriate to your role.

Person Specification

Qualifications

Essential

• Practical experience of working with others
• Good standard of general education
• Experience of using own initiative
• Excellent communication skills (Written and Oral)
• Time Management and the ability to work to deadlines
• Negotiation and conflict management
• Problem solving skills
• Interpersonal skills
• Performing under pressure
• Adaptability
• Taking the initiative
• Team working
• Self motivated
• Flexibility

Desirable

• Admin Safeguarding experience
• Experience of working in a secretarial role within a General Practice Office environment
• Practical experience of liaising with other Healthcare Professionals, Primary Care Trusts, Patents, Solicitors and other External Organisations
• Possess AMSPAR medical secretary diploma
• Working knowledge of Emisweb and Docman10
• A detailed understanding of a General Practice Office environment
• Working knowledge of medical terminology
• An understanding of the GMS contract competency framework
• An understanding of NHS E-Referral system
• An understanding of the Practice clinical system Emis Web

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

ACE Medical Partnership

Address

Heartlands Surgery

Gray Street

Birmingham

B9 4LS

Employer's website

http://www.acemedicalpartnership.co.uk/ (Opens in a new tab)