Job summary
Hart Medical Practice is seeking to appoint an experienced Medical Secretary to join our team.
We are a busy 5 GP practice with around 9,600 patients.
Main duties of the job
You will provide secretarial and administrative support to our expanding clinical team.
Our ideal candidate will have excellent IT skills and ideally previous experience of working with SystmOne, Electronic Referral System and NHS Mail.
Previous experience in a similar role is desirable but full training will be given.
You must be friendly, professional, organised and enthusiastic with excellent interpersonal skills and a high attention to detail and share our passion to provide high quality patient services, be caring and empathetic whilst maintaining our excellent standards.
You must have excellent communication skills, the ability to multi task and be a great team player.
About us
At Hartlepool and Stockton Health GP Federation our guiding aim is to improve the health and wellbeing of local people. Relationships are key to everything we do and by working with our practice members and their Primary Care Networks, as well as other local partners, we strive to provide excellent services that help people to live their best lives.
As part of this support, we are hosting this job advert on behalf one of our member practices, Hart Medical Practice.
Job description
Job responsibilities
Main Purpose
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 (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies, such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).
Key Areas of Responsibility
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:
- Type letters, reports and associated documentation, as required.
- Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently.
- Manage all enquiries in an effective manner.
- Maintain an accurate referrals database.
- Process calling letters as requested.
- Scan patient related documentation and attaching scanned documents to patients' healthcare records.
- Input data into the patients' healthcare records as necessary.
- Process referrals using the electronic referral system (ERS).
- Process requests for information, i.e. SAR, Insurance / Solicitor's letters and DVLA forms.
- Process patient letter requests and invoice for private work accordingly.
- Answer incoming phone calls, transferring calls or dealing with the caller's request appropriately.
- Manage all administrative queries as necessary.
- Carry out system searches as requested.
- Maintain a clean, tidy, effective working areas at all times.
- Support all clinical staff with general administrative tasks as required.
Job description
Job responsibilities
Main Purpose
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 (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies, such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).
Key Areas of Responsibility
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:
- Type letters, reports and associated documentation, as required.
- Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently.
- Manage all enquiries in an effective manner.
- Maintain an accurate referrals database.
- Process calling letters as requested.
- Scan patient related documentation and attaching scanned documents to patients' healthcare records.
- Input data into the patients' healthcare records as necessary.
- Process referrals using the electronic referral system (ERS).
- Process requests for information, i.e. SAR, Insurance / Solicitor's letters and DVLA forms.
- Process patient letter requests and invoice for private work accordingly.
- Answer incoming phone calls, transferring calls or dealing with the caller's request appropriately.
- Manage all administrative queries as necessary.
- Carry out system searches as requested.
- Maintain a clean, tidy, effective working areas at all times.
- Support all clinical staff with general administrative tasks as required.
Person Specification
Behaviours
Essential
- Smart, Polite and Confident
- Planning and Organising
- Performing Under Pressure
- Adaptability
- Using Initiative
- Team Working
- Self Motivated
- Flexibility
- Confidentiality
Qualifications
Essential
- Good Standard of General Education
- GCSE Mathematics C (or Equivalent) or Above
- GCSE English C (or Equivalent) or Above
Desirable
- AMSPAR Receptionist Certificate
- NVQII in Customer Care
Experience
Essential
- Experience of Working with the General Public
- Experience of Secretarial Work
Desirable
- Experience of Working within General Practice
Skills
Essential
- Excellent Communication Skills (Written and Oral)
- IT Skills
- Clear, Polite Telephone Manner
- Time Management and the Ability to Work to Deadlines
- Problem Solving Skills
- Interpersonal Skills
Knowledge
Essential
- Knowledge of SystmOne Clinical System
Person Specification
Behaviours
Essential
- Smart, Polite and Confident
- Planning and Organising
- Performing Under Pressure
- Adaptability
- Using Initiative
- Team Working
- Self Motivated
- Flexibility
- Confidentiality
Qualifications
Essential
- Good Standard of General Education
- GCSE Mathematics C (or Equivalent) or Above
- GCSE English C (or Equivalent) or Above
Desirable
- AMSPAR Receptionist Certificate
- NVQII in Customer Care
Experience
Essential
- Experience of Working with the General Public
- Experience of Secretarial Work
Desirable
- Experience of Working within General Practice
Skills
Essential
- Excellent Communication Skills (Written and Oral)
- IT Skills
- Clear, Polite Telephone Manner
- Time Management and the Ability to Work to Deadlines
- Problem Solving Skills
- Interpersonal Skills
Knowledge
Essential
- Knowledge of SystmOne Clinical System
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.
