Medical Secretary / Administrator

Job description

Job responsibilities

Medical Secretary/Administrator/Summariser /Coder Responsible to: Responsible to Administration Hub Lead Salary Dependant on experienceSpecific Duties and Responsibilities of the Post:

The Medical Secretary/Administrator will work closely with the clinical team and the Administration Hub Lead to provide secretarial and administrative support.

Key Duties and Responsibilities

Deal with all aspects of referrals, working with the clinicians and Administration Hub Lead

• Ensure all referrals are sent within the timeline the referral is requested.
• Maintain a referral data base and support audits on referrals.
• Read code relevant information in relation to the patients care from the patients clinical letters, into the clinical computer system.
• Summarise clinical notes
• Deal with day-to-day post including electronic post and discharges; scan the post directly onto the computer system.
• Deal with patients enquiries in relation to results, and book appointments when required
• Answer the telephone at busy periods when requested to support the reception team to provide safe patient access to the service.
• Ensure total familiarity with all appointment systems including regular and incidental variations
• Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record
• To provide administrative support and services to all members of the practice team including reception.
• Prepare all third party subject requests and medical reports
• Follows the company standards for ethical business conduct
• Conducts self as a positive role model and team member
• Supports the company ideology, mission, goals, and objectives
• Performs in accordance with the company policies and procedures
• Recognises patients rights and responsibilities
• Participates in company, meetings, in training and other activities
• Meeting minutes

Patient care

• Ensures that the quality of patient care is in accordance with the established policies and procedures
• Assists the Administration Hub Lead and clinicians in identifying and solving patient-care problems

Communication

• Communicates effectively and professionally with patients, visitors, clinicians and co-workers
• Interacts with others in a positive, respectful, and considerate manner

Financial practices

• Uses resources appropriately and avoids wasteful practices
• Promotes cost containment and efficient use of resources
• Makes recommendations for potential cost-effective improvements
• Performs according to established compliance policies and procedures

Professional competence

• Welcomes suggestions and recommendations
• Cooperative work attitude toward management, staff, patients, visitors, and clinicians
• Ability to promote favourable company image with clinicians, patients, commissioners and general public

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 recognises 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 which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings and priorities
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Maintaining a no blame culture

Governance

• All governance processes are adhered to
• Adheres to safety policies and procedures in performing job duties and responsibilities

The tasks within this job description are not exhaustive

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, you will have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. You 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:

Assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to 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
• Reporting potential risks identified.
• 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
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

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:

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:

Recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

• 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.

Job Types: Permanent, Part-time

Pay: £11.66 per hour

Expected hours: No more than 37.5 per week

Benefits:

• On-site parking

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Leeds, West Yorkshire: reliably commute or plan to relocate before starting work (required)

Experience:

• Medical Receptionist: 2 years (required)

Work Location: In person

Person Specification

Qualifications

Essential

• GCSE or equivalent A-C in English and Maths.
• Previous experience in general practice.

Desirable

• A medical coding/summarising/secretarial qualification or evidence of training.

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

East Park Medical Centre

Address

5-7 East Park Road

Leeds

LS9 9JD

Employer's website

https://www.eastparkmedicalcentre.com/ (Opens in a new tab)