Job summary
We are looking to recruit a part time Secretary to work 3 days a week to join our busy secretarial team at Newlands Medical Centre in Central Middlesbrough.
Main duties of the job
The Secretary is expected to provide a high standard secretarial activity to ensure the effective running of the Practice and that referral letters are sent in a timely manner. To ensure referral data is recorded in line with Practice policies and to prepare information for research, audit, QOF data collection and update the patient electronic record whilst maintaining confidentiality at all times.
Maintaining and
using VBC and RSO for appropriate referrals.
Preparation of medical records for submission to patients, solicitors
and other external bodies ensuring sensitive information is removed prior to
sending.
The post holder will be expected to respect
patient and practice business confidentiality at all times and failure to do so
would be treated as a disciplinary matter.
The person should be a proficient typist and be able to use
audio/transcription and electronic dictation equipment.
About us
Newlands Medical Centre offers a GP Service to circa 10,000 patients in the Central Middlesbrough locality. The staff at Newlands Medical Centre are proud to offer the highest standard of patient-centered healthcare.
We run many clinics for the management of chronic diseases such as asthma and diabetes and offer a wide variety of other medical services including antenatal and postnatal care, minor surgery, childhood vaccinations and well-person check-ups.
Job description
Job responsibilities
Duties
- Typing referral letters, xray requests, investigation requests in a timely manner.
- Provide full secretarial support to GPs, Practice Manager and other colleagues as appropriate.
- Typing memos, reports, bank reconciliations as instructed by the practice manager.
- Collating referral activity and process referrals using internal and RSO, VBC system software.
- Making appointments for patients within secondary care on a face to face basis and via telephone ensuring that referral data is entered onto the EMIS clinical record and using internal procedures and Ereferral.
- Ensure that the environment is conducive to good practice and promotes a caring image.
- Ensuring patients follow up booked appointments by managing Ereferral worklists as directed.
- Offering choice to patients and providing them with information on hospital parking, waiting lists, infection rates etc if appropriate.
- Hand over messages to clinicians when necessary.
- Keeping practice manager informed of workload demand.
- Maintaining records of VBC tickets and referrals.
- Dealing with patient queries regarding referrals, investigations.
- Ensuring a calm ambience is present at all times.
- Dealing with requests for copies of medical records made in person or by post or e-mail.
- Ensuring consent is available prior to sending and payment received.
- Recording cheque payments and patient details.
- Collection of patient demographics at every contact name, address and telephone number on computer.
- Always reassure the patient with a positive response and take telephone number and confirm address prior to dealing with appointment booking or query.
- Clearing secretaries out trays
- Chasing up hospital appointments where appropriate.
- Maintaining confidentiality at all times.
- Informing patients of funding panel decisions etc following practice procedures.
- Read coding of medical forms completed and sent etc.
- Answering telephone queries and redirecting calls to doctors, practice manager, nurses, and health visitors where appropriate.
- Taking and recording of messages using message sheets provided for doctors, practice manager, nurses, health visitors and midwives.
- Be the link between patient and secondary care.
- Contact patients with messages as directed in a professional manner.
- Ensure your work area meets Health & Safety requirements and report any accident or untoward incident to the appropriate person.
- Undertake practice shopping list in line with rota.
Ensure records are put back to file as quickly as possible and do not keep notes out of file unless necessary.
Ensure that medical record information such as change of address or telephone numbers are recorded as soon as they are received on electronic record.
- Prepare spreadsheets if trained as requested by practice manager.
- Qualified, skilled team members may be asked to produce memos and other documentation.
- Respond to the needs of patients, colleagues and employers in the daily function of the practice.
- Log complaints and compliments in appropriate book.
- Send faxes as directed
- Attending team meetings (time in lieu shall be given if outside normal working hours.
- Chaperoning doctors undertaking examinations if trained.
- Ordering stationery and computer supplies and consumables as requested.
- Ordering of dictation equipment via the appropriate channels.
- Any administrative duties requested by the practice manager.
- Logging of computer prescriptions in and out of storage.
- Undertake duties from time to time to ensure the smooth running of the admin office and reception.
- SARS request copies of patient records.
- Any other duties.
Job description
Job responsibilities
Duties
- Typing referral letters, xray requests, investigation requests in a timely manner.
- Provide full secretarial support to GPs, Practice Manager and other colleagues as appropriate.
- Typing memos, reports, bank reconciliations as instructed by the practice manager.
- Collating referral activity and process referrals using internal and RSO, VBC system software.
- Making appointments for patients within secondary care on a face to face basis and via telephone ensuring that referral data is entered onto the EMIS clinical record and using internal procedures and Ereferral.
- Ensure that the environment is conducive to good practice and promotes a caring image.
- Ensuring patients follow up booked appointments by managing Ereferral worklists as directed.
- Offering choice to patients and providing them with information on hospital parking, waiting lists, infection rates etc if appropriate.
- Hand over messages to clinicians when necessary.
- Keeping practice manager informed of workload demand.
- Maintaining records of VBC tickets and referrals.
- Dealing with patient queries regarding referrals, investigations.
- Ensuring a calm ambience is present at all times.
- Dealing with requests for copies of medical records made in person or by post or e-mail.
- Ensuring consent is available prior to sending and payment received.
- Recording cheque payments and patient details.
- Collection of patient demographics at every contact name, address and telephone number on computer.
- Always reassure the patient with a positive response and take telephone number and confirm address prior to dealing with appointment booking or query.
- Clearing secretaries out trays
- Chasing up hospital appointments where appropriate.
- Maintaining confidentiality at all times.
- Informing patients of funding panel decisions etc following practice procedures.
- Read coding of medical forms completed and sent etc.
- Answering telephone queries and redirecting calls to doctors, practice manager, nurses, and health visitors where appropriate.
- Taking and recording of messages using message sheets provided for doctors, practice manager, nurses, health visitors and midwives.
- Be the link between patient and secondary care.
- Contact patients with messages as directed in a professional manner.
- Ensure your work area meets Health & Safety requirements and report any accident or untoward incident to the appropriate person.
- Undertake practice shopping list in line with rota.
Ensure records are put back to file as quickly as possible and do not keep notes out of file unless necessary.
Ensure that medical record information such as change of address or telephone numbers are recorded as soon as they are received on electronic record.
- Prepare spreadsheets if trained as requested by practice manager.
- Qualified, skilled team members may be asked to produce memos and other documentation.
- Respond to the needs of patients, colleagues and employers in the daily function of the practice.
- Log complaints and compliments in appropriate book.
- Send faxes as directed
- Attending team meetings (time in lieu shall be given if outside normal working hours.
- Chaperoning doctors undertaking examinations if trained.
- Ordering stationery and computer supplies and consumables as requested.
- Ordering of dictation equipment via the appropriate channels.
- Any administrative duties requested by the practice manager.
- Logging of computer prescriptions in and out of storage.
- Undertake duties from time to time to ensure the smooth running of the admin office and reception.
- SARS request copies of patient records.
- Any other duties.
Person Specification
Knowledge and Skills
Essential
- Previous Medical Secretary experience.
- Good interpersonal and communication skills.
- Ability to work independently.
- Experience using EMIS.
- Knowledge of role specific software e.g. Lexacom
- Knowledge of Primary and Secondary Care.
- Understanding of confidentiality.
- Experience of preparing medical records for submission to patients, solicitors and other external bodies ensuring sensitive information is removed prior to sending.
- Good knowledge of medical terminology.
Desirable
- Experience of minute taking.
- Ability to develop relationships with a Clinical team, including HCA's, Nurses, GP's and GP Partners.
Person Specification
Knowledge and Skills
Essential
- Previous Medical Secretary experience.
- Good interpersonal and communication skills.
- Ability to work independently.
- Experience using EMIS.
- Knowledge of role specific software e.g. Lexacom
- Knowledge of Primary and Secondary Care.
- Understanding of confidentiality.
- Experience of preparing medical records for submission to patients, solicitors and other external bodies ensuring sensitive information is removed prior to sending.
- Good knowledge of medical terminology.
Desirable
- Experience of minute taking.
- Ability to develop relationships with a Clinical team, including HCA's, Nurses, GP's and GP Partners.