Medical Secretary and Practice Administrator

Job description

Job responsibilities

The Medical Secretaries and Admin team provides support to our clinical team 11,500 patients. You will be liaising on sensitive medical information, so a caring customer service communication style is essential.

You will also facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies.

Your responsibilities will be:

a) Provide full secretarial support to the consultants and member of their teams regarding general medical duties and specialist work.

b) To liaise and communicate effectively with GPs, Practice Staff, Patients, Hospital Staff, Community Nursing Teams, ERS and Funding Team Personnel.

c) Audio typing using digital dictation system to ensure routine NHS referral letters and private referrals are distributed efficiently and within a 5 working day period. Ensuring appropriate enclosures are attached to all referrals as necessary.

d) Ensure 2WW referrals are dealt with within 24 hour working day period via the ERS system and contain all relevant information.

e) Typing of private work within 10 working days on behalf of patients and generating invoices, ensuring invoice spread sheet is updated.

f) Resolve queries from GPs via practice notes and Docman.

g) Undertake queries on behalf of patients, contacting hospitals and other external agencies as needed. Endeavour to resolve, keeping patient informed.

h) Record data accurately and appropriately connected to patients in order to ensure good communication and audit standards.

i) To assist in the management of requests for copy notes and medical records.

j) To assist in the receipt of patient requests for private work, making appointments and liaising with the appropriate clinician to ensure that work is completed in a timely fashion.

k) Ensure that both new and existing patient records need to be kept up to date and accurately coded and recorded on EMIS

l) Provide support to the clinical team by reducing their documentation workload and maintaining accurate medical records.

m) Receive patient information and communication via various methods to include post, emails, electronic document management and any others as appropriate.

n) Date stamp and scan all incoming paper documentation

o) Code and workflow all paper and electronic documents.

p) Action all urgent documents

q) Review the content of incoming patient related correspondence.

r) Prioritise and distribute, via electronic document management, appropriate patient information and correspondence to the appropriate people.

s) Ensure documents are filed accurately to the correct patient record.

t) Input data into patients healthcare records as necessary.

u) Monitor shared email inboxes

To thrive in this role, you will need to be organised, flexible and have good communication skills, alongside a top-level attention to detail. Working as a team to meet the needs of our patients is imperative.

The ability to work under pressure and effectively prioritise their own workload is essential. In return, they will be working in a very friendly and supportive environment.

This job description is not a complete list of duties but is intended to give a general indication of the range of work undertaken. It will vary over time as demands and priorities within the Practice change.

Person Specification

Personal Qualities

Essential

• Ability to handle sensitive information confidentially
• Flexible and cooperative
• Ability to self-motivate, organise and prioritise workload and meet deadlines
• Ability to work independently as well as part of a team and to use own initiative.
• Supportive team worker
• High levels of integrity and loyalty

Experience

Essential

• At least 2 years previous Secretarial experience
• Competent data collection and data quality
• Working with confidential documents

Desirable

• Previous knowledge of EMIS
• Previous NHS experience
• Medical secretarial experience

Qualifications

Essential

• Good general education with English and Maths to GSCE standard or equivalent.

Skills

Essential

• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Excellent communication skills (written, oral and presenting)
• Strong IT skills (generic)
• Excellent keyboard and computer skills
• Ability to manage time and workload
• Effective time management
• Ability to work under pressure & maintain a professional and effective approach
• Excellent attention to detail
• Ability to work as part of an integrated multi-skilled team
• Effective time management (planning and organising)

Desirable

• Use of medical terminology

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

Fallodon Way Medical Centre

Address

13 Fallodon Way

Bristol

BS9 4HT

Employer's website

https://www.fwmc.org.uk (Opens in a new tab)