Job responsibilities
Job summary:
To
provide general secretarial support to the doctors and health professionals,
including typing and general administration work.
Job responsibilities:
- To provide an efficient copy typing service
for GPs and health professionals as required. This includes the typing of
letters, reports, patient referrals, minutes, etc. in an accurate and
quality manner.
- To make appointments as required.
- Understand all referral routes available and
use relevant forms/proformas.
- Understand, utilise and manage the 2WW
referral system.
- Ensure patient records are kept up-to-date
with information relating to change of name/address etc.
- Deal
with patient enquiries.
- To attend meetings and take minutes as
required.
- To establish and maintain filing and
administrative systems so that written or computer information is easily
accessible and secure.
- To retrieve medical records and assist with the
completion of medical/insurance records as requested by patients,
solicitors, insurance companies, etc.
- File patient records and correspondence in
patient medical records.
- To receive incoming and initiate outgoing
telephone calls in order to facilitate timely and appropriate
communications with others, taking messages and dealing with appropriate
queries.
- To maintain the computer clinic system in an
accurate and secure manner.
- To assist with the gathering of statistics
and information when required.
- To provide cover for members of the
secretarial team during periods of sickness and annual leave.
Confidentiality:
- In the course of seeking treatment, patients
entrust us with, or allow us to gather, sensitive information in relation
to their health and other matters.
They do so in confidence and have the right to expect that staff
will respect their privacy and act appropriately
- In the performance of the duties outlined in
this job description, the post-holder may have access to confidential
information relating to patients and their carers, practice staff and
other healthcare workers. They may
also have access to information relating to the practice as a business
organisation. All such information from any source is to be regarded
as strictly confidential
- Information relating to patients, carers,
colleagues, other healthcare workers or the business of the practice may
only be divulged to authorised persons in accordance with the practice
policies and procedures relating to confidentiality and the protection of
personal and sensitive data
Health & safety:
The post-holder will assist in
promoting and maintaining their own and others health, safety and security as
defined in the practice Health & Safety policy, the practice Health &
Safety manual, and the practice Infection Control policy and published
procedures. This will include:
- Using personal
security systems within the workplace according to practice guidelines
- Identifying the risks
involved in work activities and undertaking such activities in a way that
manages those risks
- Making effective use
of training to update knowledge and skills
- Using appropriate
infection control procedures, maintaining work areas in a tidy and safe
way and free from hazards
- Actively reporting of
health and safety hazards and infection hazards immediately when
recognised
- Keeping own work areas
and general / patient areas generally clean, assisting in the maintenance
of general standards of cleanliness consistent with the scope of the job
holders role
- Undertaking periodic
infection control training (minimum annually)
- Reporting potential
risks identified
- Demonstrate due regard
for safeguarding and promoting the welfare of children.
Equality and diversity:
The
post-holder will support the equality, diversity and rights of patients, carers
and colleagues, to include:
- Acting in a way that recognizes the importance of peoples rights,
interpreting them in a way that is consistent with practice procedures and
policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers
and colleagues
- Behaving in a manner that is welcoming to and of the individual,
is non-judgmental and respects their circumstances, feelings priorities
and rights.
Personal/Professional
development:
The post-holder will participate in any training programme
implemented by the practice as part of this employment, such training to
include:
- Participation in an annual individual performance review,
including taking responsibility for maintaining a record of own personal
and/or professional development
- Taking responsibility for own development, learning and
performance and demonstrating skills and activities to others who are
undertaking similar work
Quality:
The post-holder will strive to maintain quality
within the practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions,
either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own
and team activities and making suggestions on ways to improve and enhance
the teams performance
- Work effectively with individuals in other agencies to meet
patients needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication
within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication
and respond accordingly
Contribution to
the implementation of services:
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards
and guidelines will affect own work
- Participate in audit where appropriate