Job responsibilities
JOB TITLE: Practice Secretary
REPORTS TO: Practice Manager
HOURS: 37 hours per week plus holiday/sickness cover
Job Summary:
To provide general secretarial support to the Practice Manager, Doctors and Health Professionals involving word processing and audio typing skills with general clerical work over 4 sites. The practice uses System one and Lexicom dictation. You will be part of the secretarial team which is based at our Chaddesden site.
MAIN DUTIES AND RESPONSIBILITIES:
To provide first class secretarial service to the practice and patients.
To ensure efficient processing of referral letters, minutes, practice letters and reports
To ensure preparation and production of document, hospital referrals, etc.
Effectively operate the Choose & Book system.
Ensure an effective system for recording of both hospital and private referrals.
Respond and/or redirect all patient and requests accordingly.
Audit trail for referrals ensuring referral process is completed by clinicians.
To undertake information retrieval for practice/patients best interests as requested.
To work confidentially at all times.
To make appointments, bookings and as required
To minute meeting as requested.
To respond to patients queries in a timely and efficient manner.
To process tasks
To support the practice manager regarding HR
To process responses to complaints
Assist with administration tasks as allocated by the Practice Manager.
Work safely at all times in accordance with Legislative requirements and Practice Policy, Procedures and Protocols.
To have a thorough knowledge of all practice procedures.
The surgery promotes a culture where all members of healthcare team share the responsibility for infection prevention and control. You must comply with the Infection Prevention and Control policy and associated procedures.
This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties, which may be requested from time-to-time.
Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other health care workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other health care workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety
The post holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:
Using personal security systems within the work place according to Practice guidelines.
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
Making effective use of training to update knowledge and skills
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
Reporting potential risks identified
Equality & Diversity
The post holder will support the equality, diversity and rights of patients, carers and colleagues to include:
Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.
Personal/Professional Development:
The post holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post holder will strive to maintain quality within the Practice, and will;
Alert other team members to issues of quality and risk
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
Work effectively with individuals in other agencies to meet patients needs
Effectively manage own time, work load and resources
Communication:
The post holder should recognise the importance of effective communication within the team and will strive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Communicate effectively with Hospital personnel etc., where appropriate
Recognise peoples needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services:
The post holder will:
Apply Practice policies, standards and guidance
Discuss with other members of the team how the policies, standards and guidelines will affect own work
Participate in audit where appropriate
