Medical secretary

Job description

Job responsibilities

1. Communication and relationship skills

• Supporting the Clinical lead and management team regarding administrative tasks.
• Maintaining the managements team diaries
• Arranging staff meetings and staff training
• Note / minute taking at meetings
• Communicate with all service users including administrators within CDS and the Dentaline service.
• To communicate and manage reconciliation of patient NHS dental charges that have been processed within all clinic locations.
• To liaise with clinic teams to ensure that clinic cash floats and cash logs are maintained and replenished in line with service protocol.
• Updating the financial status on patient records held on the service R4 Software system and to communicate with patients when deemed necessary.
• To assist in the management of telephone calls received within the service.
• To manage patient calls for taking debit card transactions for dental charges when required/ sending clinic account letters to patients.
• Liaise with NHBSA to ensure Dentists are put onto Compass.

1. Knowledge, training and experience

• Good standard of education GCSE Grade C or above in English and Mathematics.
• Word processing proficiency in Microsoft Windows & Excel.
• Professional telephone manner is essential
• Ability to prioritise workload
• Ability to work independently using own initiative, conversely, able to work as part of a team.
• Able to work to set deadlines.
• Able to generate service activity reports when requested.

1. Analytical and judgement skills

The post holder should:

• To assist in the management of calls received by the service to include; general enquiries from staff and members of the public.
• Manage appointment system using the service R4 Software System.
• To actively manage the service appointment system to ensure clinics run at full capacity

All of the above to be carried out in accordance with MCH policies and procedures.

1. Planning and organisational skills

The post holder should:

• Ability to prioritise workload
• Collecting service post and subsequently distribution
• To carry out administration duties as required by the Clinical Lead, Operations & Lead Nurse and Head of Service.
• Maintain diaries for senior dental management.
• Arrange staff meetings including all associated administrative tasks.
• Arrange staff one to ones

1. Physical skills

• Accuracy and attention to detail for maintaining accurate patient records both electronic and paper
• Accuracy for managing NHS patient charges and clinic floats.
• Adhere to all health & Safety in accordance with organisational policies and procedures

1. Responsibility for patient / client care

The post holder should:

• To manage accurate patient financial records
• Scanning of all patient documentation onto the R4 Software System.
• To manage accurate Dentaline claim records.
• Manage telephone enquiries both Dentaline and CDS
• Manage clinic finance ensuring that records reflect patients financial status.
• Respect Equality & Diversity
• Ensure patient appointment letters are being sent out in line with MCH policies
• Ensure archiving records are destroyed/stored are managed regularly

7. Responsibility for policy and service development implementation

The post holder will be:

• Responsible for ensuring that organisational policies, procedures and guidelines (including amendments and updates) are implemented within the Service are adhered to within their own area of work.

• To be proactive for identifying and assisting with service development.
• To assist with implementing change.

8. Responsibilities for financial and physical resources

The post holder will:

• Receive payments from patients and issue receipts following the Organisational Standing Financial Instructions.
• Ensure that reconciliation of payments is correct on a weekly basis following Organisational Standing Financial Instructions.
• Prepare money and cheques for banking.
• Submitting finance spreadsheet to MCH Finance team on a monthly basis.
• Ordering and checking change in line with service needs, to ensure clinics have adequate denominations in their floats.
• Run monthly activity reports for Head of Service.
• Assist when required with staff sickness and annual leave.

9. Responsibilities for human resources (HR)

• To maintain own training in line with MCH policy
• To promote MCH values
• Assist clinical lead with the recruitment of Dentists and Therapists for both CDS and Dentaline, by supporting with associated paperwork and information gathering.
• Ensure staff personnel files are kept up to date electronically.

10. Responsibilities for information resources

• To maintain accurate patient records both papers based and electronic
• To ensure all correspondence being sent from clinic adheres to MCH Governance standards.

Person Specification

Experience

Essential

• PA and Customer Care experience

Desirable

• Finance or Dental administration experience

Skills

Essential

• Good communication skills. Attention to detail and good grammar.

Desirable

• Knowledge of Microsoft packages

Values

Essential

• Caring and compassionate
• Working in partnership
• Delivering quality and value

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.

Employer details

Employer name

Medway Community Healthcare

Address

Unit 5, Ambley Green

Gillingham Business Park

Gillingham

ME8 0NJ

Employer's website

https://www.medwaycommunityhealthcare.nhs.uk/ (Opens in a new tab)