Job summary
Dr Mostafa PMS is a long-established friendly surgery based in Plumstead, with a branch site located in Abbey Wood, providing primary care services to approximately 7,300 patients.
They are currently recruiting for a Medical Secretary with Reception skills, to manage their referrals, electronic document flow and provide one day of Reception cover a week. Working 33.5 hours per week, Monday, Tuesday, Thursday and Friday 9.00am - 4.00pm (Admin) and Wednesday only 8.00am - 6.30pm (Reception) at their main Plumstead High Street surgery, with the possible need to work at their Wickham Lane Branch surgery as required. The starting salary is £11.60 per hour and will be reviewedon successful completion of probationary period. The successful candidate will require a good knowledge of the EMIS clinical system, Docman and the eRS and DXS Referral systems. They will possess excellent communication skills, both verbal and written, including a good knowledge of medical terminology, as important information will need to be accurately communicated to patients, clinicians and service providers. Applicants must be well organised with the ability to prioritise tasks to ensure actions are performed in a safe and timely manner. Attention to detail and accuracy are essential.
Main duties of the job
To
be responsible for the provision of efficient, comprehensive secretarial and
administrative support service to the Practice.
To
undertake duties without direct supervision, working within broad procedural
guidelines.
To
ensure that total confidentiality is maintained in that no information about
patients, either medical or personal, is disclosed to persons other than those
employed by, or attached to, the Practice for which such information is
relevant.
To
ensure that complaints which cannot be swiftly resolved to the patients
satisfaction should be referred to the Practice Manager.
Good
communications are extremely important within the Practice, with patients and
with outside agencies and you are expected to help ensure that everyone who
comes into contact with it holds the Practice in high regard. Absolute discretion is required in protecting
patients confidentiality.
About us
Dr Mostafa PMS is a long-established friendly surgery based in Plumstead, with a branch site located in Abbey Wood, providing primary care services to approximately 7,300 patients.
A 2 GP Partner practice, they are supported by a clinical team consisting of GPs, an Advanced Nurse Practitioner, a Senior Practice Nurse and an Associate Practitioner. There is also excellent support from a highly skilled and friendly administrative team. The Partners are forward-thinking and focused on providing a supportive and rewarding workplace, with a no blame culture. The health and wellbeing of both their patients and staff is always a main priority, as they continue to look at ways of improving both the patient care provided and staff wellbeing. The practice is committed to the training and development of all staff.
Job description
Job responsibilities
Job Summary
To be responsible for the provision of efficient, comprehensive secretarial and administrative support service to the Practice.
To undertake duties without direct supervision, working within broad procedural guidelines.
To ensure that total confidentiality is maintained in that no information about patients, either medical or personal, is disclosed to persons other than those employed by, or attached to, the Practice for which such information is relevant.
To ensure that complaints which cannot be swiftly resolved to the patients satisfaction should be referred to the Practice Manager.
Good communications are extremely important within the Practice, with patients and with outside agencies and you are expected to help ensure that everyone who comes into contact with it holds the Practice in high regard. Absolute discretion is required in protecting patients confidentiality.
Key Responsibilities
- To deal with patient enquiries, exercising initiative with regard to action necessary.
- To communicate and liaise between all disciplines of staff.
- To help and support colleagues as required, including cover for annual leave and sickness.
- Help reception team when necessary.
- Perform any reasonable administrative tasks as requested.
- Maintain any personal correspondence files as required by the Practice.
- To assist in the cancellation of surgeries due to sickness etc by contacting patients and to re-appoint either by letter or telephone.
Workflow
- Process electronic incoming clinical letters so that they are distributed to the relevant available clinician for action.
- Read clinical letters, highlight appropriate items for adding to patients electronic problem list.
- Ensure relevant data is added to the patients electronic record.
- File clinical letters and results to correct patient electronic record.
Data Entry
- Problem list all highlighted mail to patients electronic record. Meet standards set for this task.
- Enter smoking advice and other relevant data for QOF into the electronic patient record.
- Code new diagnoses into patient record.
Patient Referrals and Reports
- Process and send all referrals following Practice protocol.
- To use the electronic referral system to manage NHS referrals and to ensure worklist is checked daily.
- Run relevant report on clinical system to confirm that all referrals have been sent and keep hot list of urgent referrals to ensure appointment has been confirmed.
- Manage 2WW safety netting and follow up.
- Be the first point of contact for patients and staff with queries about referrals.
Recall Systems
- To carry out monthly and quarterly audit/searches and or spreadsheets and act upon them accordingly for the Practice.
- Run the relevant reports on a weekly basis (smears, childhood immunisations and any other local recall programme reports).
- Check reports against practice records.
- Send invitations by agreed route (text, telephone call, letter).
- Deal with all other queries relating to the recall system.
Health & Safety
- Assist in promoting and maintaining your own and others health, safety and security as defined in the Practice Health and Safety policy. Ensure that any hazards in your working area are reported immediately to your line manager.
Confidentiality
- Ensure patient and Practice information is kept confidential and secure at all times, in accordance with the Information Security and Confidentiality protocols.
Performance/Professional Development
- To participate in training sessions to ensure administrative, clinical and computer skills are kept up to date with current technology and practice.
- To participate in regular appraisal meetings.
- To participate in regular Practice/Team meetings when required.
Equality & Diversity
- To support the equality, diversity and rights of patients, carers and colleagues according to Practice protocol.
Working with Patients
- To work in partnership with our patients to help them achieve better health outcomes.
- To offer a polite, friendly and efficient level of customer service to all our patients.
Dignity and Respect
- To treat patients, colleagues and visitors with dignity and respect at all times.
Feedback
- To listen to feedback from patients and colleagues whether this be a complaint, comment or compliment and if it cannot be dealt with immediately, ensure it is reported immediately to the Practice Manager.
Any Other Duties
Any other duties as may be determined by the Practice Management Team and Partners.
Job description
Job responsibilities
Job Summary
To be responsible for the provision of efficient, comprehensive secretarial and administrative support service to the Practice.
To undertake duties without direct supervision, working within broad procedural guidelines.
To ensure that total confidentiality is maintained in that no information about patients, either medical or personal, is disclosed to persons other than those employed by, or attached to, the Practice for which such information is relevant.
To ensure that complaints which cannot be swiftly resolved to the patients satisfaction should be referred to the Practice Manager.
Good communications are extremely important within the Practice, with patients and with outside agencies and you are expected to help ensure that everyone who comes into contact with it holds the Practice in high regard. Absolute discretion is required in protecting patients confidentiality.
Key Responsibilities
- To deal with patient enquiries, exercising initiative with regard to action necessary.
- To communicate and liaise between all disciplines of staff.
- To help and support colleagues as required, including cover for annual leave and sickness.
- Help reception team when necessary.
- Perform any reasonable administrative tasks as requested.
- Maintain any personal correspondence files as required by the Practice.
- To assist in the cancellation of surgeries due to sickness etc by contacting patients and to re-appoint either by letter or telephone.
Workflow
- Process electronic incoming clinical letters so that they are distributed to the relevant available clinician for action.
- Read clinical letters, highlight appropriate items for adding to patients electronic problem list.
- Ensure relevant data is added to the patients electronic record.
- File clinical letters and results to correct patient electronic record.
Data Entry
- Problem list all highlighted mail to patients electronic record. Meet standards set for this task.
- Enter smoking advice and other relevant data for QOF into the electronic patient record.
- Code new diagnoses into patient record.
Patient Referrals and Reports
- Process and send all referrals following Practice protocol.
- To use the electronic referral system to manage NHS referrals and to ensure worklist is checked daily.
- Run relevant report on clinical system to confirm that all referrals have been sent and keep hot list of urgent referrals to ensure appointment has been confirmed.
- Manage 2WW safety netting and follow up.
- Be the first point of contact for patients and staff with queries about referrals.
Recall Systems
- To carry out monthly and quarterly audit/searches and or spreadsheets and act upon them accordingly for the Practice.
- Run the relevant reports on a weekly basis (smears, childhood immunisations and any other local recall programme reports).
- Check reports against practice records.
- Send invitations by agreed route (text, telephone call, letter).
- Deal with all other queries relating to the recall system.
Health & Safety
- Assist in promoting and maintaining your own and others health, safety and security as defined in the Practice Health and Safety policy. Ensure that any hazards in your working area are reported immediately to your line manager.
Confidentiality
- Ensure patient and Practice information is kept confidential and secure at all times, in accordance with the Information Security and Confidentiality protocols.
Performance/Professional Development
- To participate in training sessions to ensure administrative, clinical and computer skills are kept up to date with current technology and practice.
- To participate in regular appraisal meetings.
- To participate in regular Practice/Team meetings when required.
Equality & Diversity
- To support the equality, diversity and rights of patients, carers and colleagues according to Practice protocol.
Working with Patients
- To work in partnership with our patients to help them achieve better health outcomes.
- To offer a polite, friendly and efficient level of customer service to all our patients.
Dignity and Respect
- To treat patients, colleagues and visitors with dignity and respect at all times.
Feedback
- To listen to feedback from patients and colleagues whether this be a complaint, comment or compliment and if it cannot be dealt with immediately, ensure it is reported immediately to the Practice Manager.
Any Other Duties
Any other duties as may be determined by the Practice Management Team and Partners.
Person Specification
Experience
Desirable
- Experience working in a GP practice
Person Specification
Experience
Desirable
- Experience working in a GP practice
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.
