Job responsibilities
Medical Secretary
Responsible to Practice Manager
Job purpose
To support the Partners and Practice Director in delivering the Vision, Mission and Values of the Bromley by Bow Health partnership.
Job Summary
The Post holder is responsible for the secretarial services of the practice and expected to produce professional business documents. Fast, accurate copy and audio typing is expected.
The post holder should provide an efficient link between the practice and outside organisations. The post holder occupies a particular position of responsibility and trust, as they have access to sensitive patient, staff and business information. The post holder should have excellent organisational skills and have the ability to work as part of a team and on their own initiative.
Core Tasks and functions
Outgoing paperwork
Patient referrals, via electronic referral (ERS), create and manage Advice and Guidance conversations via ERS, maintain workflow lists in ERS, transferring all information accurately from ERS into EMIS, maintain secretaries email account, processing safeguarding reports, transcribing audio dictations, business letters, memorandums etc. should be produced in an accurate and quality manner. ERS referral letters should be uploaded within 3 working days. ERS referral should be created by clinician as per protocol.
Maintenance of computer database
Computerised database should be kept up to date with correct contact details for outside organisations, and should be documented in the correct place, easily accessible to other users, and secure. Accurate data entry and data quality is essential and you should carry out your duties with regard to accepted standards of professional practice. All work undertaken is identified and lines of accountability are clear.
Verbal Information
Receive telephone calls, and liaise with hospitals, social services and any other outside organisations. 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, documenting all verbal and typed communications onto computer. Take initiative with problem solving or pass them on as appropriate. Verbal communication should be done with tact and empathy. You should project a positive and professional image at all time.
TASKS/EMAILS
Tasks/emails should be checked regularly on a daily basis and prioritised in order of importance.
Participate in meetings,
Type up agenda, take and type up minutes
Flexibility
Provide cover for members of the secretarial team during episodes of sickness or annual leave. Be prepared to be flexible, and work at other sites, also to help when the workload is greater on either site. You should be able to respond flexibly and positively to changes in the requirements of this post. This job description is therefore a guide to the level and range of responsibilities the post holder will be expected to undertake initially, and the duties of the post may be altered from time to time to meet the changing demands.
The post holder will be expected to undertake additional duties as the requirements of the post changes. Be prepared to undertake any additional duties as directed by your line manager or senior managers.
General requirements
Confidentiality:
1. 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.
2. In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients, their carers, practice staff and other healthcare 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.
3. Information relating to patients, carers, colleagues other healthcare 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 workplace 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 and Diversity
The post-holder will support the equality and diversity and rights of patients carers and colleagues to include:
- Acting in a way that recognizes 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 feeling 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, workload and resources.
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers.
- Recognize 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.
Person Specification
*Assessment will take place with reference to the following information:
AF = Application form IV = Interview T = Test
C = Certificate
Criteria
Essential
Desirable
Assessment*
Education/
Qualification
Education to GCSE level or above essential.
AF / IV / C
Experience
Working within a customer care based environment is essential.
Use of Microsoft Office
( Word , Excel, Outlook etc )
Use of EMIS and ERS clinical system
Working within a busy environment is desirable.
Experience of working in a surgery or similar environment
AF / IV
Knowledge
Understanding of confidentiality
Understanding of customer services
Knowledge of the NHS and basic medical terminology
AF / IV
Skills
A professional approach is essential
Ability to work under pressure whilst remaining calm is essential
Good verbal and written communication skills
Ability to plan and prioritise work.
Uses own initiative.
AF / IV /T
T
AF / IV /T
