Medical Secretary
Aire Valley Surgery
This job is now closed
Job summary
Job Summary
The Medical Secretary is responsible for providing Medical Administration and Secretarial Services to the practice; in particular for the General Practitioners.
Copy typing up and coordination of Referrals and medical reports.
Administrative Support for the Senior Management Team.
This includes some general administration, data input, scanning
Although all of our positions include the flexibility to work across both sites, our secretarial Team is primarily based within our Yeadon site which is within Silver Lane Surgery.
Main duties of the job
1. Working in a team, act as secretary to a number of General Practitioners, Advanced Nurse Practitioner, Physicians Associates and trainees. To provide a full secretarial service to those doctors including requesting additional information when needed, signposting and advising on changes to pathways.
2. Processing referrals - actioning tasks, notifications, requests received on accurx and other messages within Systmone, Chasing up Referrals from Doctors or with Consultants Secretaries where appropriate.
3. Using transcribing equipment including digital dictation, software including GP Intradoc, accurx, IGPR, email and e-referrals to process patient referrals for Health and Social Care Services.
4. To use standard referral forms, letters, phone calls and any other reasonably means requested by the doctors.
5. Prioritise urgent referrals as required under 2 week wait rule.
This includes prioritising referrals marked as urgent and/or acute.
6. Creating or processing Choose and Book Referrals and e-referrals, including booking direct appointments where appropriate and investigating existing pathways and other options
7. Typing miscellaneous letters and medical reports as requested by the doctors
8. Working the relevant Choose and Book Work lists on a daily or monthly basis as required according to work list activity:
About us
Aire Valley Surgery is a GP practice based in Rawdon and Yeadon (staff are spread over two sites).
There are 14700 patients and approximately 18 Doctors.
The Secretarial Team consists of 3 Secretaries in total plus an admin assistant. The Secretarial Team all work really well together to provide a comprehensive Secretarial service and share updates accross the wider team.
Date posted
18 March 2024
Pay scheme
Other
Salary
£14.34 an hour Cost of living increase from April onwards still to be confirmed.
Contract
Permanent
Working pattern
Part-time
Reference number
A3532-24-0001
Job locations
Suffolk Court
Yeadon
LS19 7JN
Job description
Job responsibilities
Grade / Salary
£18,642 per year which is based upon 25 hours at £14.34 per hour (plus cost of living increase pending rate not yet determined)
Hours of Work
25 hours per week: 9.15am 2.45pm 5 hours per day; over five days per week;
Principal Duties
1. Working in a team, act as secretary to a number of General Practitioners, Advanced Nurse Practitioner, Physicians Associates and trainees. To provide a full secretarial service to those doctors including requesting additional information when needed, signposting and advising on changes to pathways.
2. Processing referrals - actioning tasks, notifications, requests received on accurx and other messages within Systmone, Chasing up Referrals from Doctors or with Consultants Secretaries where appropriate.
3. Using transcribing equipment including digital dictation, software including GP Intradoc, accurx, IGPR, email and e-referrals to process patient referrals for Health and Social Care Services.
4. To use standard referral forms, letters, phone calls and any other reasonably means requested by the doctors.
5. Prioritise urgent referrals as required under 2 week wait rule.
This includes prioritising referrals marked as urgent and/or acute.
6. Creating or processing Choose and Book Referrals and e-referrals, including booking direct appointments where appropriate and investigating existing pathways and other options
7. Typing miscellaneous letters and medical reports as requested by the doctors
8. Working the relevant Choose and Book Work lists on a daily or monthly basis as required according to work list activity:
9. Outstanding Referral Letters checked periodically each day to identify incomplete referrals and ensure that letters are typed and attached to UBRNs by the due date.
Referrer Action Required checked each day to identify any newly cancelled or rejected UBRNs, investigated and actioned that same day.
Awaiting Booking/Acceptance checked once a month to identify any outstanding UBRNs of 3 months of age, investigated why they remain unappointed and actioned accordingly.
10. Providing Secretarial Support to the Senior Management Team as appropriate;
Including requests made by the Managers, Partners and Practice Nurses;
11. Typing minutes from meetings ad hoc HR meetings as well as once a week taking action points from our multidisciplinary huddle meeting.
12. Preparation of posters, documents, etc
13. Deal with Health & Social Care Enquiries - telephone, face to face, email, and postal from patients regarding the progress of referrals and take action to follow up, help and signpost as appropriate/ necessary.
14. Provision of medical information to Health & Social Care Organisations as requested by Doctors, Nurses & attached staff as appropriate.
15. General Office Administration Duties scanning, photocopying, stationery orders, post runs etc as required.
16. Arrange the despatch of royal mail and shuttle post from the Secretarial Team office on a daily basis.
17. Ensure that an adequate supply of postage stamps is maintained and stocks are reported at year end.
18. Organise the stationery supplies of letter head, compliment slips etc
19. Organise Referral labels & envelopes; making sure supplies are up to date
20. Photocopying; of patient notes, medical letters and referral forms as appropriate to the needs of the doctors.
21. Filing of patient notes and associated medical letters as if having needed to access them for the purposes of the Secretarial Team.
Operating Secretarial processes
22. Operating the existing Secretarial processes, and suggesting changes and developments to these as appropriate.
The patient death notification process
The Out of Hours Palliative Care forms
Keeping the Secretarial databases up to date, accurate and relevant
Using the internal software systems and email to be able to identify and research new information, and find the answers to questions
Working as a team
23. The Medical Secretary is expected to provide full Secretarial support to the whole practice by supporting the rest of the Secretarial Team during times of high demand.
24. This includes working for the other doctors and Nurses as appropriate when either the volume of work is high, or when the Receptionists, recall team or scanning team are exceptionally short staffed due to unexpected absences.
25. The Secretarial Team forms part of the Administration Team of the practice. The post holder is expected to train to be able to cover in the absence of any/all of the other colleagues within the Administration Team, and to step in to cover this if necessary.
Other relevant information
The post holder is expected to always maintain strict confidentiality and is expected to deal with all personnel, patients and their families with discretion and courtesy.
The post holder may occasionally be expected to work flexible hours of duty within reasonable bounds.
The Data Protection Act 1984 requires that personal computer data not be negligently or unlawfully handled, nor disclosed to unauthorised persons.
This job description is a guide only and is subject to regular review according to the needs of the service and in terms of providing full cover in the absence of the Practice Manager.
Competence
At no time should the post holder work outside their defined level of competence. If there are concerns regarding this, the post holder should immediately discuss them with their manager/supervisor.
Supervision
Where the appropriate professional organisation details a requirement in relation to supervision, it is the responsibility of the post holder to ensure compliance with this requirement. If employees are in any doubt about the existence of such a requirement they should speak to their Manager.
Risk Management
It is a standard element of the role and responsibility of all staff of the practice that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards.
Records Management
As an employee of Aire Valley Surgery, the post holder is legally responsible for all records that they gather, create or use as part of their work within the practice (including patient health, financial, personal and administrative), whether paper based or on computer. All such records are considered public records, and the post holder has a legal duty of confidence to service users (even after an employee has left the practice). The Post holder should consult their manager if they have any doubt as to the correct management of records with which they work.
Health and Safety Requirements
All employees of the practice have a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. The post holder is required to co-operate with management to enable the practice to meet its own legal duties and to report any hazardous situations or defective equipment. The post holder must adhere to Aire Valley Surgerys risk management, health and safety and associated policies.
Flexibility Statement
The duties of the post are outlined in this job description and person specification and may be changed by mutual agreement from time to time.
Confidentiality
The post holder must at all times be aware of the importance of maintaining confidentiality and security of information gained during the course of their duties. This will in many cases include access to personal information relating to service users. The post holder must treat all information whether corporate, staff or patient information in a discreet and confidential manner in accordance with the provisions of the data protection act 1998 and organisational policy.
Promoting Diversity and Dignity at Work: Aire Valley Surgery is committed to promoting diversity in employment and dignity at work. It recognises that discrimination and harassment is unacceptable and that it is in the best interests of the practice and the population it serves to utilise the skills of the total workforce. The post holder must comply with and adhere to the equal opportunities and dignity at work policies.
Job description
Job responsibilities
Grade / Salary
£18,642 per year which is based upon 25 hours at £14.34 per hour (plus cost of living increase pending rate not yet determined)
Hours of Work
25 hours per week: 9.15am 2.45pm 5 hours per day; over five days per week;
Principal Duties
1. Working in a team, act as secretary to a number of General Practitioners, Advanced Nurse Practitioner, Physicians Associates and trainees. To provide a full secretarial service to those doctors including requesting additional information when needed, signposting and advising on changes to pathways.
2. Processing referrals - actioning tasks, notifications, requests received on accurx and other messages within Systmone, Chasing up Referrals from Doctors or with Consultants Secretaries where appropriate.
3. Using transcribing equipment including digital dictation, software including GP Intradoc, accurx, IGPR, email and e-referrals to process patient referrals for Health and Social Care Services.
4. To use standard referral forms, letters, phone calls and any other reasonably means requested by the doctors.
5. Prioritise urgent referrals as required under 2 week wait rule.
This includes prioritising referrals marked as urgent and/or acute.
6. Creating or processing Choose and Book Referrals and e-referrals, including booking direct appointments where appropriate and investigating existing pathways and other options
7. Typing miscellaneous letters and medical reports as requested by the doctors
8. Working the relevant Choose and Book Work lists on a daily or monthly basis as required according to work list activity:
9. Outstanding Referral Letters checked periodically each day to identify incomplete referrals and ensure that letters are typed and attached to UBRNs by the due date.
Referrer Action Required checked each day to identify any newly cancelled or rejected UBRNs, investigated and actioned that same day.
Awaiting Booking/Acceptance checked once a month to identify any outstanding UBRNs of 3 months of age, investigated why they remain unappointed and actioned accordingly.
10. Providing Secretarial Support to the Senior Management Team as appropriate;
Including requests made by the Managers, Partners and Practice Nurses;
11. Typing minutes from meetings ad hoc HR meetings as well as once a week taking action points from our multidisciplinary huddle meeting.
12. Preparation of posters, documents, etc
13. Deal with Health & Social Care Enquiries - telephone, face to face, email, and postal from patients regarding the progress of referrals and take action to follow up, help and signpost as appropriate/ necessary.
14. Provision of medical information to Health & Social Care Organisations as requested by Doctors, Nurses & attached staff as appropriate.
15. General Office Administration Duties scanning, photocopying, stationery orders, post runs etc as required.
16. Arrange the despatch of royal mail and shuttle post from the Secretarial Team office on a daily basis.
17. Ensure that an adequate supply of postage stamps is maintained and stocks are reported at year end.
18. Organise the stationery supplies of letter head, compliment slips etc
19. Organise Referral labels & envelopes; making sure supplies are up to date
20. Photocopying; of patient notes, medical letters and referral forms as appropriate to the needs of the doctors.
21. Filing of patient notes and associated medical letters as if having needed to access them for the purposes of the Secretarial Team.
Operating Secretarial processes
22. Operating the existing Secretarial processes, and suggesting changes and developments to these as appropriate.
The patient death notification process
The Out of Hours Palliative Care forms
Keeping the Secretarial databases up to date, accurate and relevant
Using the internal software systems and email to be able to identify and research new information, and find the answers to questions
Working as a team
23. The Medical Secretary is expected to provide full Secretarial support to the whole practice by supporting the rest of the Secretarial Team during times of high demand.
24. This includes working for the other doctors and Nurses as appropriate when either the volume of work is high, or when the Receptionists, recall team or scanning team are exceptionally short staffed due to unexpected absences.
25. The Secretarial Team forms part of the Administration Team of the practice. The post holder is expected to train to be able to cover in the absence of any/all of the other colleagues within the Administration Team, and to step in to cover this if necessary.
Other relevant information
The post holder is expected to always maintain strict confidentiality and is expected to deal with all personnel, patients and their families with discretion and courtesy.
The post holder may occasionally be expected to work flexible hours of duty within reasonable bounds.
The Data Protection Act 1984 requires that personal computer data not be negligently or unlawfully handled, nor disclosed to unauthorised persons.
This job description is a guide only and is subject to regular review according to the needs of the service and in terms of providing full cover in the absence of the Practice Manager.
Competence
At no time should the post holder work outside their defined level of competence. If there are concerns regarding this, the post holder should immediately discuss them with their manager/supervisor.
Supervision
Where the appropriate professional organisation details a requirement in relation to supervision, it is the responsibility of the post holder to ensure compliance with this requirement. If employees are in any doubt about the existence of such a requirement they should speak to their Manager.
Risk Management
It is a standard element of the role and responsibility of all staff of the practice that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards.
Records Management
As an employee of Aire Valley Surgery, the post holder is legally responsible for all records that they gather, create or use as part of their work within the practice (including patient health, financial, personal and administrative), whether paper based or on computer. All such records are considered public records, and the post holder has a legal duty of confidence to service users (even after an employee has left the practice). The Post holder should consult their manager if they have any doubt as to the correct management of records with which they work.
Health and Safety Requirements
All employees of the practice have a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. The post holder is required to co-operate with management to enable the practice to meet its own legal duties and to report any hazardous situations or defective equipment. The post holder must adhere to Aire Valley Surgerys risk management, health and safety and associated policies.
Flexibility Statement
The duties of the post are outlined in this job description and person specification and may be changed by mutual agreement from time to time.
Confidentiality
The post holder must at all times be aware of the importance of maintaining confidentiality and security of information gained during the course of their duties. This will in many cases include access to personal information relating to service users. The post holder must treat all information whether corporate, staff or patient information in a discreet and confidential manner in accordance with the provisions of the data protection act 1998 and organisational policy.
Promoting Diversity and Dignity at Work: Aire Valley Surgery is committed to promoting diversity in employment and dignity at work. It recognises that discrimination and harassment is unacceptable and that it is in the best interests of the practice and the population it serves to utilise the skills of the total workforce. The post holder must comply with and adhere to the equal opportunities and dignity at work policies.
Person Specification
Qualifications
Essential
- GCE/GCSEs subjects to include English Language with achievement of C grade or above.
- Previous Secretarial work experience
Desirable
- Achievement of or working towards RSA2 or equivalent.
- Word Processing/RSA II
- 1 year part qualification RSA Part I
- Preferably A level standard, but certainly with evidence of a sound education
- demonstrable commitment to professional development
Experience
Essential
- Experience of 2 years as a Secretary.
- Experience of working in healthcare
- Experience of dealing with the public/customers/patients
Desirable
- Experience of Systemone.
- Experience of e-referrals
- Experience of working in Primary Care and knowledge of healthcare provision within Primary Care
Skills and abilities
Essential
- Strong knowledge of medical terminology
- Typing skills (WP/RSA/PC Literate)
- Typing skill and speed of a strongly proficient level to be tested at interview; equivalent to RSA 2; - essential
- Ability to deal with sensitive issues with empathy and the ability to generate rapport with individuals rapidly
- Good time management
- Able to manage change and cope with pressure
- A solutions focused approach
- Excellent communication (oral and written) and inter-personal skills
- Excellent IT skills
- Self motivating and self-confident able to work with minimal direction and able to organise and prioritise own workload
- Enthusiastic, positive and solution focused
- Adaptable and innovative
- Good sense of humour, personable
- Trustworthy, honest, reliable, caring and empathetic
- Hard working, reliable and resourceful
- Adaptable, innovative, forward looking, optimistic
- A calm manner
Other
Essential
- Physical ability to sit still for a substantial proportion of your working time and that which requires frequent concentration and attention to detail.
- demonstrates a high level of integrity
- If the successful applicant is registered at this surgery, they should be prepared for themselves and their household to register at a different GP practice instead.
Person Specification
Qualifications
Essential
- GCE/GCSEs subjects to include English Language with achievement of C grade or above.
- Previous Secretarial work experience
Desirable
- Achievement of or working towards RSA2 or equivalent.
- Word Processing/RSA II
- 1 year part qualification RSA Part I
- Preferably A level standard, but certainly with evidence of a sound education
- demonstrable commitment to professional development
Experience
Essential
- Experience of 2 years as a Secretary.
- Experience of working in healthcare
- Experience of dealing with the public/customers/patients
Desirable
- Experience of Systemone.
- Experience of e-referrals
- Experience of working in Primary Care and knowledge of healthcare provision within Primary Care
Skills and abilities
Essential
- Strong knowledge of medical terminology
- Typing skills (WP/RSA/PC Literate)
- Typing skill and speed of a strongly proficient level to be tested at interview; equivalent to RSA 2; - essential
- Ability to deal with sensitive issues with empathy and the ability to generate rapport with individuals rapidly
- Good time management
- Able to manage change and cope with pressure
- A solutions focused approach
- Excellent communication (oral and written) and inter-personal skills
- Excellent IT skills
- Self motivating and self-confident able to work with minimal direction and able to organise and prioritise own workload
- Enthusiastic, positive and solution focused
- Adaptable and innovative
- Good sense of humour, personable
- Trustworthy, honest, reliable, caring and empathetic
- Hard working, reliable and resourceful
- Adaptable, innovative, forward looking, optimistic
- A calm manner
Other
Essential
- Physical ability to sit still for a substantial proportion of your working time and that which requires frequent concentration and attention to detail.
- demonstrates a high level of integrity
- If the successful applicant is registered at this surgery, they should be prepared for themselves and their household to register at a different GP practice instead.
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
Aire Valley Surgery
Address
Suffolk Court
Yeadon
LS19 7JN
Employer's website
Employer details
Employer name
Aire Valley Surgery
Address
Suffolk Court
Yeadon
LS19 7JN
Employer's website
For questions about the job, contact:
Date posted
18 March 2024
Pay scheme
Other
Salary
£14.34 an hour Cost of living increase from April onwards still to be confirmed.
Contract
Permanent
Working pattern
Part-time
Reference number
A3532-24-0001
Job locations
Suffolk Court
Yeadon
LS19 7JN