Job summary
Hamstreet Surgery is looking for a friendly, hardworking and enthusiastic Secretary to join our team. Experience in a medical secretary setting or in a medical field is essential, as being proficient in EMIS WEB, but some training can be given. This position requires strong organisational skills, attention to detail and the ability to manage multiple tasks efficiently in a fast- paced environment.
Main duties of the job
Provide an efficient audio,
copy typing and word processing service as well as other GP practice clerical
duties for the practice manager and clinical team. Liaising with external agencys
such as hospitals and community services ensuring referral are processed
efficiently.
About us
Just outside the Ashford area, the surgery is a busy
teaching practice providing medical services to approximately 7800 patients and
operates from renovated premises with an onsite dispensary. We use Emis Web clinical system, have a CQC rating
of Good, and achieve high QOF points. We are part of Ashford Rural PCN group and
have a close working relationship with Ivy Court, Charing and Woodchurch
surgeries. Applicants should consider their
transport options, as the position is based in a rural location.
Job description
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, agenda & minutes, memorandums, safety netting, recalls, INR star, etc. in an accurate and quality manner.
- Clinical system searches
- To Readcode patient condition in Emis via the Docman workflow folder.
- To assist the practice manager, clinical & team leaders 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 coordinate and complete the necessary items for the Cardiology GPWSI service
- Patient test results
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- 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.
- Partake in Audits as directed.
- Review national cervical screening portal and send out appointments/reminders as required
- To receive and dispatch mail and maintain a pending system.
- To answer patient queries and to backup reception by answering the telephone.
- To scan, open and take the post as required.
- Process requests for information i.e. SAR, insurance/solicitors letters, DVLA & DWP forms.
- Support reception staff, providing cover during staff absence
- Complete opening and closing procedures of the premises
Job description
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, agenda & minutes, memorandums, safety netting, recalls, INR star, etc. in an accurate and quality manner.
- Clinical system searches
- To Readcode patient condition in Emis via the Docman workflow folder.
- To assist the practice manager, clinical & team leaders 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 coordinate and complete the necessary items for the Cardiology GPWSI service
- Patient test results
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- 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.
- Partake in Audits as directed.
- Review national cervical screening portal and send out appointments/reminders as required
- To receive and dispatch mail and maintain a pending system.
- To answer patient queries and to backup reception by answering the telephone.
- To scan, open and take the post as required.
- Process requests for information i.e. SAR, insurance/solicitors letters, DVLA & DWP forms.
- Support reception staff, providing cover during staff absence
- Complete opening and closing procedures of the premises
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent, including English and Maths
Desirable
- Appropriate NVQ III Certificate (e.g. Business Administration, Secretarial Support etc) or equivalent level qualifications / relevant experience
- Audio typing skills
- Experience in using Emis Web
Experience
Essential
- Excellent Audio Typing Skills
- Good knowledge of medical terminology
- Ability to deal with enquiries in a professional manner
- Understanding the need for confidentiality in the workplace
- Ability to work as part of a team
- Ability to prioritise own workload and work with minimum
- supervision
- Excellent IT, Word Processing and clerical skills
- A willingness to learn and work in a flexible manner
- Ability to work in a busy General Practice and cope with a variety
- of demands from patients and clinical staff.
Desirable
- Previous secretarial experience in a healthcare environment desirable
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent, including English and Maths
Desirable
- Appropriate NVQ III Certificate (e.g. Business Administration, Secretarial Support etc) or equivalent level qualifications / relevant experience
- Audio typing skills
- Experience in using Emis Web
Experience
Essential
- Excellent Audio Typing Skills
- Good knowledge of medical terminology
- Ability to deal with enquiries in a professional manner
- Understanding the need for confidentiality in the workplace
- Ability to work as part of a team
- Ability to prioritise own workload and work with minimum
- supervision
- Excellent IT, Word Processing and clerical skills
- A willingness to learn and work in a flexible manner
- Ability to work in a busy General Practice and cope with a variety
- of demands from patients and clinical staff.
Desirable
- Previous secretarial experience in a healthcare environment desirable
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.