Job summary
The
Medical Secretary & Administrator role is for an enthusiastic, positive,
self-motivated individual who can work both independently and as part of our
growing team. Our reception and admin team are the first link for many patients
and visitors who come to the surgery. The role varies on a day-to-day basis
including processing referrals for patients, chasing medical correspondence
from hospitals and other medical providers, collecting patient notes and ensure
that these vital records go to the right healthcare professional. The
day-to-day also involves using the clinical system and other software
programmes to process letters received, make referrals, deal with medical
advice requests and test results. In addition, responding to tasks from
clinical and non-clinical staff, liaising with external community services and
emergency services and general administration.
Our
admin teams meet regularly to discuss best practice and ways of improving our
service; we work very closely with other teams within the practice and
community.
Main duties of the job
Desired skills include:
- efficiency and ability to multi-task
- good communication skills
- discretion and respect for confidentiality
- a friendly, sympathetic/reassuring manner
- great team-working
- knowledge and use of Microsoft Office suite
- positive, can-do attitude
- flexibility
From time-to-time we ask our admin team to cover annual leave of other team members through working paid over-time. Being flexible is important to us.
About us
Our
mission is to provide an excellent, high quality health
experience for all our patients. We are a large team, supporting approx. 15,500 patients across a catchment area in the Ealing Borough.
Gordon House Surgery is an accredited training practice, we train GP Registrars, Nurses, Pharmacists, HCAs and refugee GPs via training schemes. We have a friendly ethos and training is at the forefront of our service.
Our team cross cover and support each other and we have fantastic relationships with the local community services including pharmacies, CCG and Charity organisations.
Job description
Job responsibilities
WORKING HOURS: 10.00-18.30 MONDAY
TO FRIDAY
SCANNING
-
Responsible for receiving and scanning of
clinical and non-clinical letters onto the computer system and distributing
them to relevant personnel.
-
Responsible for the distribution of patient
correspondence and liaising with external services to ensure relevant actions
are undertaken.
-
Archive all scanned records every quarter and
shred any letters over 6 months old, as per practice policy.
-
Responsible for upkeep of generic email inboxes.
-
Scan all clinical letters received and to
transfer the information into the patients computerised records.
SECRETARIAL DUTIES:
-
Use the Audio Typing software and Audio Speech
Exec to process dictated letters from Clinician Staff.
-
Generate correspondence and reports for the
Practice from shorthand, audio cassette or electronic documents as required.
-
Deal with patient queries, either by telephone,
email or in writing, regarding hospital appointments, referrals and the Central
Booking System.
-
Cover members in the administration team as and
when required.
-
Using systems like REGO, C the signs and ERS to
refer patients or get clinical advice to support patient referral pathways.
-
Maintain a 2ww log for urgent referrals.
-
Participate in the clinical meetings, keep up to
date with changes and training within the team.
-
Support new GP-Registrar inductions.
CODING AND SUMMARISING
-
To ensure that information is accurately entered
onto the computer and that all activities are carried out in the best interests
of the practice and its patients.
-
To enter the diagnoses recorded by the doctors
into the computerised records
-
At all times to recognise the need for
confidentiality when dealing with the medical records of our patients. In
addition you will abide by all requirements of the Data Protection Act 1998 as
it shall relate to the Practice and the patients of the Practice.
-
To transfer manually summarised information onto
the patients electronic records.
-
To code patients records with diagnosis
information not held in the computer record.
-
To undergo any training needed to meet the
responsibilities of this post.
-
To prepare analyses of computerised data for
further investigation.
MEDICAL & INSURANCE REPORTS
-
Preparation of documents for Insurance claims,
external bodies, patient requests and private work.
-
Ensuring regular upkeep of Practice reporting
documentation.
-
Ensure regular upkeep of Practice Invoicing
relating to insurance claims, medical reports and any private work undertaken
by practice staff.
CROSS COVER
-
To provide cover as required for the following
areas: coding, reception, medical secretary, document management, scanning and
medical reporting as appropriate when required.
-
To assist in general office duties and reception
work as required due to absence or annual leave.
-
To undertake any other duties as agreed with the
Practice Management Team and/or Partners.
SUPPORTING THE REGISTRATIONS & DEDUCTIONS PROCESS
-
To process new patient registrations, temporary
resident and immediately necessary forms.
-
GP links - Process any amendments to patient
records that come via the Health Authority link.
-
To ensure accurate computer entry of records for
change of addresses.
-
FP69s - To process FP69s in accordance with
practice policy
-
List deductions and additions including
retrieving the MREs and return to the Health Authority for patients leaving.
For new patients, merging starter packs with patient record when they arrive
and extracting important information from them and entering on the computer
e.g. smear recall dates, contraception and childhood immunisation history.
-
To check any mismatched results sent from the
pathology laboratory.
-
Change of addressesprocess of exemption form
maternity/prescription
-
GP2GP transfers
-
Degraded entries and maintaining patient records
-
To ensure an Patients Summary Care Records are
update to date
SUPPORTING THE RECEPTION TEAM
-
To act as the first point of contact for anyone
visiting the surgery or calling on the telephone.
-
To receive patients on arrival and direct them
to the correct surgery when required.
-
To deal politely and efficiently with visitors and,
as a member of the practice team, provide a courteous and helpful service.
-
To ensure patient notes are correctly extracted
and re-filed when necessary.
-
To ensure patient confidentiality is respected
at all times and to adhere to the Data Protection Act.
-
Answer telephone and deal with or re-direct
enquiries, booking appointments etc.
-
Receive prospective patients and register
patients.
-
Answer queries with regard to results of recent
tests e.g. bloods, urine or X-rays. This includes contacting the hospital(s)
for those results if necessary. Inform patients, when directed by a doctor, of
the need to make a follow-up appointment at the Surgery.
-
Take in requests for repeat prescriptions, hand
out completed prescriptions and prepare the forms for a GPs signature when
necessary. Maintain a record in the book of items received into the surgery.
-
Cancel appointments when necessary, contact the
patient(s) and re-book if required.
-
Book patient hospital transport when required.
-
Contact the emergency services when necessary.
-
Liaise with doctors to make appointments for
private medicals when required.
-
At the start of each session period, open the
surgery and GP rooms and ensure that everything is ready for the upcoming
session. Also ensure the patient display is correctly set.
-
At the end of surgery check that the out of
hours message system is working
-
On leaving the premises ensure the workstation
computers are switched off, doors are locked, windows & skylights shut and,
if last to leave, the alarm is set.
ADMINISTRATIVE & CLERICAL DUTIES:
-
Administer registration and maternity packs as
required.
-
To ensure that when patient notes arrive from
the Health Authority that they are organised and put in order.
-
To ensure that new patient questionnaires,
patient letters and patient results are scanned onto patients notes.
-
To maintain clinical sessions on SystmOne
following specified protocol.
-
To file paper records in patient notes, to
photocopy and/or print patient records as needed.
-
To be able to use the invoice program to monitor
status of reports etc as required
-
Ensure that existing patient information is
correct and up to date and ensure that reception area and clinical rooms have a
supply of leaflets
-
Attend and lead meetings and capturing minutes
as appropriate.
-
Ensure that general stationery stocks are
adequate and order replacements when needed. Maintain stock inventory list.
-
Remove and re-file patient notes as required.
-
To deal with returned mail
The above is not an exhaustive list of duties and you will
be expected to perform different tasks as necessitated by your changing role
within the organisation and the overall business objectives of the
organisation.
Job description
Job responsibilities
WORKING HOURS: 10.00-18.30 MONDAY
TO FRIDAY
SCANNING
-
Responsible for receiving and scanning of
clinical and non-clinical letters onto the computer system and distributing
them to relevant personnel.
-
Responsible for the distribution of patient
correspondence and liaising with external services to ensure relevant actions
are undertaken.
-
Archive all scanned records every quarter and
shred any letters over 6 months old, as per practice policy.
-
Responsible for upkeep of generic email inboxes.
-
Scan all clinical letters received and to
transfer the information into the patients computerised records.
SECRETARIAL DUTIES:
-
Use the Audio Typing software and Audio Speech
Exec to process dictated letters from Clinician Staff.
-
Generate correspondence and reports for the
Practice from shorthand, audio cassette or electronic documents as required.
-
Deal with patient queries, either by telephone,
email or in writing, regarding hospital appointments, referrals and the Central
Booking System.
-
Cover members in the administration team as and
when required.
-
Using systems like REGO, C the signs and ERS to
refer patients or get clinical advice to support patient referral pathways.
-
Maintain a 2ww log for urgent referrals.
-
Participate in the clinical meetings, keep up to
date with changes and training within the team.
-
Support new GP-Registrar inductions.
CODING AND SUMMARISING
-
To ensure that information is accurately entered
onto the computer and that all activities are carried out in the best interests
of the practice and its patients.
-
To enter the diagnoses recorded by the doctors
into the computerised records
-
At all times to recognise the need for
confidentiality when dealing with the medical records of our patients. In
addition you will abide by all requirements of the Data Protection Act 1998 as
it shall relate to the Practice and the patients of the Practice.
-
To transfer manually summarised information onto
the patients electronic records.
-
To code patients records with diagnosis
information not held in the computer record.
-
To undergo any training needed to meet the
responsibilities of this post.
-
To prepare analyses of computerised data for
further investigation.
MEDICAL & INSURANCE REPORTS
-
Preparation of documents for Insurance claims,
external bodies, patient requests and private work.
-
Ensuring regular upkeep of Practice reporting
documentation.
-
Ensure regular upkeep of Practice Invoicing
relating to insurance claims, medical reports and any private work undertaken
by practice staff.
CROSS COVER
-
To provide cover as required for the following
areas: coding, reception, medical secretary, document management, scanning and
medical reporting as appropriate when required.
-
To assist in general office duties and reception
work as required due to absence or annual leave.
-
To undertake any other duties as agreed with the
Practice Management Team and/or Partners.
SUPPORTING THE REGISTRATIONS & DEDUCTIONS PROCESS
-
To process new patient registrations, temporary
resident and immediately necessary forms.
-
GP links - Process any amendments to patient
records that come via the Health Authority link.
-
To ensure accurate computer entry of records for
change of addresses.
-
FP69s - To process FP69s in accordance with
practice policy
-
List deductions and additions including
retrieving the MREs and return to the Health Authority for patients leaving.
For new patients, merging starter packs with patient record when they arrive
and extracting important information from them and entering on the computer
e.g. smear recall dates, contraception and childhood immunisation history.
-
To check any mismatched results sent from the
pathology laboratory.
-
Change of addressesprocess of exemption form
maternity/prescription
-
GP2GP transfers
-
Degraded entries and maintaining patient records
-
To ensure an Patients Summary Care Records are
update to date
SUPPORTING THE RECEPTION TEAM
-
To act as the first point of contact for anyone
visiting the surgery or calling on the telephone.
-
To receive patients on arrival and direct them
to the correct surgery when required.
-
To deal politely and efficiently with visitors and,
as a member of the practice team, provide a courteous and helpful service.
-
To ensure patient notes are correctly extracted
and re-filed when necessary.
-
To ensure patient confidentiality is respected
at all times and to adhere to the Data Protection Act.
-
Answer telephone and deal with or re-direct
enquiries, booking appointments etc.
-
Receive prospective patients and register
patients.
-
Answer queries with regard to results of recent
tests e.g. bloods, urine or X-rays. This includes contacting the hospital(s)
for those results if necessary. Inform patients, when directed by a doctor, of
the need to make a follow-up appointment at the Surgery.
-
Take in requests for repeat prescriptions, hand
out completed prescriptions and prepare the forms for a GPs signature when
necessary. Maintain a record in the book of items received into the surgery.
-
Cancel appointments when necessary, contact the
patient(s) and re-book if required.
-
Book patient hospital transport when required.
-
Contact the emergency services when necessary.
-
Liaise with doctors to make appointments for
private medicals when required.
-
At the start of each session period, open the
surgery and GP rooms and ensure that everything is ready for the upcoming
session. Also ensure the patient display is correctly set.
-
At the end of surgery check that the out of
hours message system is working
-
On leaving the premises ensure the workstation
computers are switched off, doors are locked, windows & skylights shut and,
if last to leave, the alarm is set.
ADMINISTRATIVE & CLERICAL DUTIES:
-
Administer registration and maternity packs as
required.
-
To ensure that when patient notes arrive from
the Health Authority that they are organised and put in order.
-
To ensure that new patient questionnaires,
patient letters and patient results are scanned onto patients notes.
-
To maintain clinical sessions on SystmOne
following specified protocol.
-
To file paper records in patient notes, to
photocopy and/or print patient records as needed.
-
To be able to use the invoice program to monitor
status of reports etc as required
-
Ensure that existing patient information is
correct and up to date and ensure that reception area and clinical rooms have a
supply of leaflets
-
Attend and lead meetings and capturing minutes
as appropriate.
-
Ensure that general stationery stocks are
adequate and order replacements when needed. Maintain stock inventory list.
-
Remove and re-file patient notes as required.
-
To deal with returned mail
The above is not an exhaustive list of duties and you will
be expected to perform different tasks as necessitated by your changing role
within the organisation and the overall business objectives of the
organisation.
Person Specification
Experience
Essential
- all experience considered
Desirable
- all experience considered
Qualifications
Essential
- all qualifications considered
Desirable
- all qualifications considered
desired skills
Essential
- efficiency and ability to multi-task
- good communication skills
- discretion and respect for confidentiality
- a friendly, sympathetic/reassuring manner
- great team-working
- knowledge and use of Microsoft Office suite
- positive, can-do attitude
- flexibility
Desirable
- efficiency and ability to multi-task
- good communication skills
- discretion and respect for confidentiality
- a friendly, sympathetic/reassuring manner
- great team-working
- knowledge and use of Microsoft Office suite
- positive, can-do attitude
- flexibility
Person Specification
Experience
Essential
- all experience considered
Desirable
- all experience considered
Qualifications
Essential
- all qualifications considered
Desirable
- all qualifications considered
desired skills
Essential
- efficiency and ability to multi-task
- good communication skills
- discretion and respect for confidentiality
- a friendly, sympathetic/reassuring manner
- great team-working
- knowledge and use of Microsoft Office suite
- positive, can-do attitude
- flexibility
Desirable
- efficiency and ability to multi-task
- good communication skills
- discretion and respect for confidentiality
- a friendly, sympathetic/reassuring manner
- great team-working
- knowledge and use of Microsoft Office suite
- positive, can-do attitude
- flexibility
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.