Job responsibilities
This job description is not exhaustive and may be adjusted periodically after review and consultation as the company grows. You will also be expected to carry out any reasonable duties, which may be requested from time-to-time.
Job Title: Medical Secretary
Responsible to:Operations Manager / Directors
Job Purpose: The Medical Secretary will be responsible for providing excellent and efficient administration support for Border Health Alliance, its consultants and its patients whilst adhering to the business policies and procedures.
Main Duties and Responsibilities
- To provide core administrative and secretarial responsibilities in relation to referrals, procedure booking, letter typing and the preparation of medical files for consultant and clinic use.
- To book, amend and cancel patient appointments in line with BHA appointment procedures ensuing optimum efficiency of the appointment system.
- To manage your workload and competencies, implementing new procedures and pathways as required.
- To ensure the computerised appointment system is up-to-date and documents processed onto this in a timely manner.
- To respond to/or redirect all patient and visitor requests accordingly.
- To explain appointment arrangements and formal requirements to new patients.
- To set-up new patients on the computer system.
- To ensure correspondence, reports, results etc. are filed electronically in correct patient record as required
- To act with professionalism and ensuring ethical conduct is adhered to at all times
- To answer incoming telephone calls, ensuring calls and enquiries are documented and redirected accordingly.
- To assist in gathering of statistics and information when require
- To attend and contribute to various company meetings as requested
- To ensure that all administrative audits are carried out in a timely manner, reporting to line manager the monthly results.
- To work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures.
Equipment, Machinery & Systems
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Personal Computer system including e-mail and internet activity which are utilised as a means of communication both internally and externally
- The BHA Clinical PIMS System to manage and record patient appointments, inputting patient registration data, accessing patient data as necessary and when undertaking audits.
- Print and photocopying machines.
Assignment of Work
- The post-holders work assignment is determined by the requirements of BHA, Senior Management Team and the patients.
- The Operational Manager provides immediate line-management for the post-holder. However, the post-holder is expected to be self-directed and self-motivated using their own initiative and requiring minimum input, when the post-holder is fully inducted and confident in the job role.
- The Post-holders work is formally reviewed by annual appraisal.
- The post-holder must be proactive in forward planning, identifying and implementing improvements within and beyond their key result areas, anticipating and communicating future internal and external requirements.
Decision & Judgements
The post-holder is required to use her/his own initiative when dealing with problems and to make any reasonable and necessary decisions on events as they occur, including:
- Establishing and maintaining effective lines of communication with the patients, all other staff, Consultants, GPs, Opticians and Managers.
- Communicating clearly and effectively with staff to aid the smooth running of the Practice.
- Responding to requests or queries for support as they arise in an appropriate and timely manner.
- Prioritising workload and requests for support.
Making the most effective use of resources available.
- Using judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations.
Most challenging part of the job
- Managing the many conflicting priorities and deadlines that the post requires
- Ensuring that the phone is answered efficiently at all times
- Providing and maintaining a professional and effective dialogue with patients and team members
Communication and Relationships
- Internally with the Operational Director, Clinicians, Nurses and colleagues to help ensure that BHAs aims and objectives are met
- Internally and externally with colleagues, healthcare professionals and others within the Primary and Secondary Care sectors with regard to the needs of BHA and the needs of patients registered with them
- Externally with patients registered at the Clinic
Physical, mental, emotional and environmental demand of the job
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The post-holder must be understanding and approachable to patients and able to respond to patient requests
- The post-holder is required to have well-developed keyboard skills
- The post-holder must be able to communicate effectively and collaboratively across varied staff disciplines
- The post-holder must clearly understand the importance of maintaining patient and data confidentiality.