Job summary
The Medical Secretary holds a pivotal role in any practice and
ours is no exception. This role forms the central point of our patient
referrals and medical reports working closely with GPs, our Practice Manager
and our patients to ensure timely and accurate letters and information.
This
is a great job which enables the holder to have both the full support of the
surgery team whilst also working in an independent capacity prioritising their
own work load to ensure we provide the best service as possible to our patients.
Main duties of the job
The role requires:
Audio typing referrals and reports using the Lexicom digital dictation system
soft ware
Processing referrals utilising local referral pathways i.e. electronic referral
system (ERS)
Dealing with queries from Patients, Service providers and the practice team
Compiling patients notes and any other relevant medical information as a result
of Subject Access Requests (SARs)
Producing medical reports (private and NHS)
Using the SystmOne GP medical records system to retrieve and input patient
information
Ensuring all reports, letters and shared medical information comply with GDPR
and Data Protection regulations. Using iGDPR software where required.
Manage referrals for other services provided by
the Practice, overseeing patient waiting lists and liaising with other
practices where required
About us
Rowcroft Medical Centre is a lovely GP Practice in the heart of
Stroud in Gloucestershire. We have over 12,000 patients who reside in
both the town of Stroud and the surrounding villages.
We
are a forward thinking, training practice and are keen to work with our team to
develop and support them and, where possible support, create a work/life
balance that supports both our staff and our surgery.
With
this in mind this role is aimed at 16 - 37.5 hours per week with days and times to be discussed at interview. We are prepared to be as flexible as possible and, for the right candidate would consider occasional home working.
Job description
Job responsibilities
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).
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:
a.
Process and typing letters, reports and associated documentation as required
b.
Liaising with external agencies such as hospitals and community services,
ensuring referrals are processed efficiently
c.
Manage all enquires in an effective manner
d.
Maintain an accurate referrals database
e.
Emailing letters and referrals as required
f.
Scanning of patient related documentation and attaching scanned documents to
patients healthcare records
g. Input
data into the patients healthcare records as necessary
h.
Process referrals using the electronic referral system (ERS)
i.
Create, check and action advice and guidance requests via ERS
j.
Process requests for information i.e. SAR, insurance, solicitors letters, iGPR
and DVLA forms
k.
Answer phone calls, transferring calls or dealing with the callers request
appropriately
l.
Maintain a clean, tidy, effective working area at all times
m.
Support all clinical staff with general administrative tasks as requested
Job description
Job responsibilities
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).
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:
a.
Process and typing letters, reports and associated documentation as required
b.
Liaising with external agencies such as hospitals and community services,
ensuring referrals are processed efficiently
c.
Manage all enquires in an effective manner
d.
Maintain an accurate referrals database
e.
Emailing letters and referrals as required
f.
Scanning of patient related documentation and attaching scanned documents to
patients healthcare records
g. Input
data into the patients healthcare records as necessary
h.
Process referrals using the electronic referral system (ERS)
i.
Create, check and action advice and guidance requests via ERS
j.
Process requests for information i.e. SAR, insurance, solicitors letters, iGPR
and DVLA forms
k.
Answer phone calls, transferring calls or dealing with the callers request
appropriately
l.
Maintain a clean, tidy, effective working area at all times
m.
Support all clinical staff with general administrative tasks as requested
Person Specification
Qualifications
Desirable
- RSA or similar typing /audio typing stage 2
Experience
Essential
- Secreterial and administrative experience in an employed, voluntary or training capacity
- Ability to demonstrate a strong commitment and work ethic via activities undertaken either paid or unpaid
Desirable
- Secretarial/administrative role within Primary Care or NHS, Public Sector Setting
Skills
Essential
- Excellent keyboard skills
- Excellent organisational skills
- Demonstrates an interest in service provision for patients and a passion for the NHS and patient care
- Flexible and able to work within a demanding and challenging environment
- Demonstrate good verbal skills
- Demonstrate good written skills
- Ability to act on own initiative and as part of a team
- Prepared to be flexible and willing where possible to cover for team members on leave and on holiday
- Working knowledge of confidentiality and role this plays in health settings
Desirable
- Demonstrate willingness to improve and develop in role
Person Specification
Qualifications
Desirable
- RSA or similar typing /audio typing stage 2
Experience
Essential
- Secreterial and administrative experience in an employed, voluntary or training capacity
- Ability to demonstrate a strong commitment and work ethic via activities undertaken either paid or unpaid
Desirable
- Secretarial/administrative role within Primary Care or NHS, Public Sector Setting
Skills
Essential
- Excellent keyboard skills
- Excellent organisational skills
- Demonstrates an interest in service provision for patients and a passion for the NHS and patient care
- Flexible and able to work within a demanding and challenging environment
- Demonstrate good verbal skills
- Demonstrate good written skills
- Ability to act on own initiative and as part of a team
- Prepared to be flexible and willing where possible to cover for team members on leave and on holiday
- Working knowledge of confidentiality and role this plays in health settings
Desirable
- Demonstrate willingness to improve and develop in role
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.
