Job summary
To be 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, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies. Processing patient referrals using the electronic referral service (ERS).
Main duties of the job
The following are the core responsibilities of the Medical Secretary/Administrator.
There may be on occasion, a requirement to carry out other tasks; this will depend on factors such as workload and staffing levels:
a. Write accurate letters and reports using audio and copy typing for all members of the medical team.
b. Liaise with external agencies such as hospitals and community services, and ensure referrals are processed efficiently.
c. Maintain an accurate referrals database.
d. Scan, process and code, workflow of all incoming patient correspondence from hospitals and other organisations.
e. Input data into the patients healthcare records as necessary.
f. Process referrals using the electronic referral system (ERS).
g. Read code data on Emis.
h. Answer incoming phone calls. Transfer calls or deal with the callers requests appropriately.
i. Carry out system searches.
j. Maintain a clean, tidy, effective working area at all times.
k. Support all clinical staff with general administrative tasks.
l. To process online queries and e-consultation requests.
About us
We are a GP Practice in Chigwell looking to recruit an enthusiastic Medical Secretaryundertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team
We are looking for someone with excellent communication skills, a compassionate and friendly nature, and an aptitude for great customer service. You will have the ability to work in a demanding environment and be committed to offering the best possible care to patients and excellent support to our clinical team.
We are a modern, friendly practice, with patient care at the heart of all we do. We are looking for someone with a professional approach and a flexible can do attitude that enables you to work effectively as part of a team and to develop working relationships with all members of the practice.
We are a training practice with a strong focus on education and encourage and support personal development.
A competitive salary will be offered to reflect the successful candidates experience and qualifications.
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. Manage all enquires in an effective manner
d. Maintain an accurate referrals database
e. Process calling letters as requested
f. Scanning of patient related documentation and attaching scanned documents to patients healthcare records
g. Input data into the patients healthcare records as necessary
h. Process referrals using the electronic referral system (ERS)
i. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms
j. Process patient letter requests and invoice for private work accordingly
k. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
l. Manage all administrative queries as necessary
m. Carry out system searches as requested
n. Maintain a clean, tidy, effective working area at all times
o. Support all clinical staff with general administrative tasks as requested
In addition to the primary responsibilities, the medical secretary may be requested to:
a. Partake in audit & searches as directed by the Business Managers
b. Produce meeting agendas and record the minutes of meetings
c. Support reception / administrative staff, providing cover during staff absences
d. Complete opening and closing procedures in accordance with the duty rota
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. Manage all enquires in an effective manner
d. Maintain an accurate referrals database
e. Process calling letters as requested
f. Scanning of patient related documentation and attaching scanned documents to patients healthcare records
g. Input data into the patients healthcare records as necessary
h. Process referrals using the electronic referral system (ERS)
i. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms
j. Process patient letter requests and invoice for private work accordingly
k. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
l. Manage all administrative queries as necessary
m. Carry out system searches as requested
n. Maintain a clean, tidy, effective working area at all times
o. Support all clinical staff with general administrative tasks as requested
In addition to the primary responsibilities, the medical secretary may be requested to:
a. Partake in audit & searches as directed by the Business Managers
b. Produce meeting agendas and record the minutes of meetings
c. Support reception / administrative staff, providing cover during staff absences
d. Complete opening and closing procedures in accordance with the duty rota
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English (C or above)
Desirable
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a health care setting as a medical secretary
- Experience of working with Emis system
Desirable
- Experience of working in primary care
- Experience of working in a GP practice
Other requirements
Essential
- Disclosure Barring Service (DBS) check
Desirable
- Flexibility to work outside of core office hours
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Experience using Emis
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
Personal Qualities
Essential
- 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
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English (C or above)
Desirable
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a health care setting as a medical secretary
- Experience of working with Emis system
Desirable
- Experience of working in primary care
- Experience of working in a GP practice
Other requirements
Essential
- Disclosure Barring Service (DBS) check
Desirable
- Flexibility to work outside of core office hours
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Experience using Emis
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
Personal Qualities
Essential
- 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
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.