Job summary
We have an exciting opportunity to join our Medical
Secretary Team on a Part-Time basis for 28 hours per week for a fixed term until 31st December. The working pattern is Monday to Wednesday but there is some flexibility to change this.
We are looking for someone who:
Has experience
of working in general practice and has experience of the secretarial role.
Is friendly,
polite and confident.
Can communicate
effectively and has good interpersonal skills.
Has good
attention to detail.
Is a team
player.
Has the ability
to work accurately under pressure.
Main duties of the job
Providing an
efficient audio and copy typing service for GPs and health professionals which
includes the typing of letters, reports, patient referrals, minutes, etc. in an
accurate and quality manner.
Liaising with
clinicians, administration staff, secondary care clinicians and their
secretaries, patients, and other external organisations
Actioning all
incoming email and all administrative queries as necessary and ensuring
referrals are processed efficiently
Monitor daily tasks
ensuring the workload is prioritised throughout the day
Supporting all
clinical staff with general administrative tasks as requested
About us
Measham Medical Unit is a friendly, forward thinking and supportive GP
practice based on the outskirts of North West Leicestershire, providing
services to patients in North West Leicestershire, Staffordshire, Derbyshire
and Warwickshire.
We have a comprehensive mutli-disciplinary team including GPs Clinical
Pharmacists, Pharmacy Technician, Advanced Nurse Practitioner,Paramedic, Physicians Associates, First Contact Practitioner, Practice Nurses, Health Care Assistants and a Mental Health Facilitator.
The Partners are friendly and supportive and are supported by awell-established and cohesive Management Team, including a dedicated Office Manager.
Although we are a large practice, we have a friendly and informal atmosphere that encourages collaborative care for our patients and a nice working environment for our team.
Our in-house dispensary provides dispensing services to around half of our patient population and operates a delivery
service.
We are proud to have our own patient transport operated solely
for our patients and supported by a local charity.
We encourage early applications as we will close the vacancy if we receive a large number of applications.
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:
To
provide an efficient audio, copy typing service for GPs and health
professionals as required. This includes
the typing of letters, reports, patient referrals, minutes, etc. in an accurate
and quality manner.
To
liaise with clinicians, administration staff, secondary care clinicians and
their secretaries, patients, and other external organisations, actioning all
incoming email and all administrative queries as necessary and ensuring
referrals are processed efficiently.
Maintaining
an accurate referrals database.
Managing
all enquiries in an effective manner.
Actioning
all incoming email into the secretary specific email account.
Monitor
daily tasks ensuring the workload is prioritised throughout the day.
Scanning
patient related documentation and attaching scanned documents to patients
healthcare records.
Inputting
data into the patients healthcare records as necessary.
Processing
referrals using both the electronic referral system (ERS) and manual systems.
Processing
requests for information i.e., SAR, insurance/solicitors letters and DVLA
forms.
Raising
invoices for the above and chasing payment as required.
Coding
data on the clinical IT system (SystmOne).
Answering
incoming phone calls, transferring calls, or dealing with the callers request appropriately.
Managing
all administrative queries as necessary.
Carrying
out system searches as requested.
To
maintain confidentiality of patient information at all times.
Maintaining
a clean, tidy, effective working area at all times.
Supporting
all clinical staff with general administrative tasks as requested.
To
support the Business Manager with clerical and administrative duties.
To provide cover for members of the secretarial team during periods of
sickness and annual leave.
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:
To
provide an efficient audio, copy typing service for GPs and health
professionals as required. This includes
the typing of letters, reports, patient referrals, minutes, etc. in an accurate
and quality manner.
To
liaise with clinicians, administration staff, secondary care clinicians and
their secretaries, patients, and other external organisations, actioning all
incoming email and all administrative queries as necessary and ensuring
referrals are processed efficiently.
Maintaining
an accurate referrals database.
Managing
all enquiries in an effective manner.
Actioning
all incoming email into the secretary specific email account.
Monitor
daily tasks ensuring the workload is prioritised throughout the day.
Scanning
patient related documentation and attaching scanned documents to patients
healthcare records.
Inputting
data into the patients healthcare records as necessary.
Processing
referrals using both the electronic referral system (ERS) and manual systems.
Processing
requests for information i.e., SAR, insurance/solicitors letters and DVLA
forms.
Raising
invoices for the above and chasing payment as required.
Coding
data on the clinical IT system (SystmOne).
Answering
incoming phone calls, transferring calls, or dealing with the callers request appropriately.
Managing
all administrative queries as necessary.
Carrying
out system searches as requested.
To
maintain confidentiality of patient information at all times.
Maintaining
a clean, tidy, effective working area at all times.
Supporting
all clinical staff with general administrative tasks as requested.
To
support the Business Manager with clerical and administrative duties.
To provide cover for members of the secretarial team during periods of
sickness and annual leave.
Person Specification
Qualifications
Essential
- Educated to GCSE in Mathematics and English (C or above)
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- 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 independently following own initiative
- Good interpersonal skills
- Problem solving and analytical skills
Desirable
- Experience in using SystmOne
Experience
Essential
- Experience of working within general practice
- Experience of administrative duties
- Knowledge of Medical terminology
Desirable
- Experience of working in a healthcare setting as a medical secretary
- Experience of audiotyping
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Person Specification
Qualifications
Essential
- Educated to GCSE in Mathematics and English (C or above)
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- 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 independently following own initiative
- Good interpersonal skills
- Problem solving and analytical skills
Desirable
- Experience in using SystmOne
Experience
Essential
- Experience of working within general practice
- Experience of administrative duties
- Knowledge of Medical terminology
Desirable
- Experience of working in a healthcare setting as a medical secretary
- Experience of audiotyping
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- 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.
