Job summary
Filey Surgery is currently recruiting for a friendly, committed &
motivated person to work within our Secretarial & Administration department.
The role of Medical Secretary will include responsible for
undertaking a wide range of secretarial and administrative duties and the
provision of administrative support to the multidisciplinary team.
Duties
can include, but are not limited to, the processing of information (electronic
and hard copy) in a timely manner, liaising with multidisciplinary team members
and external agencies such as secondary care and community service providers in
accordance with current policies, including the use of the electronic referral
service (ERS).
Main duties of the job
This varied role includes:
Typing
letters, reports and associated documentation as required
Liaising
with external agencies such as hospitals and community services, ensuring
referrals are processed efficiently
Scanning
of patient related documentation and attaching scanned documents to patients
healthcare records
Processing
referrals using the electronic referral system
Processing
requests for information i.e., SAR, insurance/solicitors letters and DVLA
forms
Clinically
coding data on the clinical system
Supporting
all clinical staff with general administrative tasks as requested
The applicant will be able to work under their own initiative and be
able to contribute to the overall work of the practice team. Previous experience desirable, but not
essential, as training will be given.
About us
Filey Surgery provides high quality
healthcare for around 9,000 patients in Filey & its surrounding areas. We
are a multi-disciplinary team of GP's, Advanced Clinical Practitioners, Nurse
Practitioners, Practice Nurses, HCA's, Pharmacists, Dispensers, Medical
Secretaries, Administrators & Receptionists.
Job description
Job responsibilities
The following are the core
responsibilities of the Medical Secretary. There may be, on occasion, a
requirement to carry out other tasks; this will be dependent upon factors such
as workload and staffing levels:
a.
Typing
letters, reports and associated documentation as required
b.
Liaising
with external agencies such as hospitals and community services, ensuring
referrals are processed efficiently
c.
Managing
all enquiries in an effective manner
d.
Maintaining
an accurate referrals database
e.
Actioning
all incoming email
f.
Processing
calling letters as requested
g.
Scanning
of patient related documentation and attaching scanned documents to patients
healthcare records
h.
Inputting
data into the patients healthcare records as necessary
i.
Processing
referrals using the electronic referral system (ERS)
j.
Processing
requests for information i.e., SAR, insurance/solicitors letters and DVLA
forms
k.
Clinically
coding data on SystmOne
l.
Answering
incoming phone calls, transferring calls or dealing with the callers request
appropriately
m.
Managing
all administrative queries as necessary
n.
Carrying
out system searches as requested
o.
Maintaining
a clean, tidy, effective working area at all times
Supporting all clinical staff with general
administrative tasks as requested
Job description
Job responsibilities
The following are the core
responsibilities of the Medical Secretary. There may be, on occasion, a
requirement to carry out other tasks; this will be dependent upon factors such
as workload and staffing levels:
a.
Typing
letters, reports and associated documentation as required
b.
Liaising
with external agencies such as hospitals and community services, ensuring
referrals are processed efficiently
c.
Managing
all enquiries in an effective manner
d.
Maintaining
an accurate referrals database
e.
Actioning
all incoming email
f.
Processing
calling letters as requested
g.
Scanning
of patient related documentation and attaching scanned documents to patients
healthcare records
h.
Inputting
data into the patients healthcare records as necessary
i.
Processing
referrals using the electronic referral system (ERS)
j.
Processing
requests for information i.e., SAR, insurance/solicitors letters and DVLA
forms
k.
Clinically
coding data on SystmOne
l.
Answering
incoming phone calls, transferring calls or dealing with the callers request
appropriately
m.
Managing
all administrative queries as necessary
n.
Carrying
out system searches as requested
o.
Maintaining
a clean, tidy, effective working area at all times
Supporting all clinical staff with general
administrative tasks as requested
Person Specification
Qualifications
Essential
- Qualifications:
- Educated to GCSE level or equivalent
- Experience:
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a healthcare setting as a medical secretary
- Skills:
- Excellent communication skills (written and oral)
- Strong IT skills, including audio typing
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policy and procedure
- Personal qualities:
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Other requirements:
- Flexibility to work outside of core office hours
Desirable
- GCSE Mathematics and English (C or above)
- SystmOne user skills
Person Specification
Qualifications
Essential
- Qualifications:
- Educated to GCSE level or equivalent
- Experience:
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a healthcare setting as a medical secretary
- Skills:
- Excellent communication skills (written and oral)
- Strong IT skills, including audio typing
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policy and procedure
- Personal qualities:
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Other requirements:
- Flexibility to work outside of core office hours
Desirable
- GCSE Mathematics and English (C or above)
- SystmOne user skills
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.