Medical Secretary / Clinical Correspondence Administrator

Job description

Job responsibilities

Job Summary:

To be responsible for undertaking a wide range of data inputting duties in support of the multidisciplinary team. Duties can include but are not limited to, actioning all clinical correspondence from other care service providers and other sources on the practice clinical system, adhering to extant policy and procedure.

Job responsibilities:

The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the items on the following list. Duties may vary from time to time under the direction of the Patient Services Manager/Practice Manager, dependent on current and evolving Practice workload and staffing levels:

• Processing incoming and outgoing mail
• Data entry of new and temporary registrations and relevant patient information
• Scanning of patient related documentation including attaching and coding scanned documents to patients healthcare records
• Processing of all DNA letters in accordance with current protocol
• Input data into the patients healthcare records as necessary
• Process incoming test results and out of hours reports, ensuring they are referred to the relevant clinician
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Manage all administrative queries as necessary
• Carry out system searches as requested
• Taking meeting minutes
• Maintain a clean, tidy, effective working area at all times
• Support all clinical staff with general administrative tasks as requested
• Typing letters, reports and associated documentation
• Process referrals to external agencies such as secondary care
• Process referrals using the electronic referral system (ERS)
• Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms
• Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

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 and safety and infection control 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 (but will not be limited to):

• 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, clean, sterile, and safe way, 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.

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 which 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

Flexibility Statement

This job description is not exhaustive and may change as the post develops/or with changes in service requirements. The post holder is expected to be flexible in undertaking any reasonable duties required by the practice.

The post holder is therefore required to undertake any other duties which may be reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined, subject to the proviso that appropriate training is given and that wherever possible significant changes of a permanent nature shall be mutually agreed and incorporated into the job description in specific terms.

Person Specification

Experience

Essential

• IT skills such as Word, Excel, Outlook and healthcare systems such as EMIS

Desirable

• Previous experience of working within a GP practice is desirable but not essential.
• Clean driving license

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

Churchmere Medical Group

Address

Trimpley Street

Ellesmere

Shropshire

SY12 9BQ

Employer's website

https://www.churchmere.co.uk/ (Opens in a new tab)