Medical Secretary - GP Practice

Job description

Job responsibilities

Aim of the Post

To provide an efficient and reliable secretarial and administrative support service to the practice. To undertake these duties without direct supervision working within broad procedural guidelines.

Reports To Admin Manager

Responsible To Practice Manager

Main Duties and Responsibilities

1. Word-processing To prepare letters and reports, clinical and non clinical. Transcription via digital dictation system, draft or text or email. Produce in-house posters leaflets flyers etc. Create template letters within S1.
2. ERS To assist patients and medical staff in accessing the e-referral making changing cancelling appointments as appropriate and maintain referral spreadsheet in line with any current practice requests using Microsoft Excel. Monitor rejections. Keep up to date on referral information including the advice and guidance system, and prior notification for limited value procedures.
3. Photocopying medical notes insurance/claim forms circulars practice paperwork etc. Develop use of IGPR to produce reports for insurance companies.
4. Dealing with queries from patients about referrals results medical reports etc.
5. To liaise with secondary care providers regarding referrals x-ray and test results. Develop email links as appropriate.
6. Telephone Directory maintain up to date telephone directory on computer system.
7. To collate and provide information about consultants hospital personnel specialist services patient services waiting times etc
8. Filing keep accurate and up to date filing system as requested by partners and manager.
9. Private Medical Fees issuing and recording invoices reconciliation of payments as instructed by manager. Liaise with insurance companies etc regarding queries.
10. Reception deputise when necessary in reception area at managers request.
11. Follow agreed process for safeguarding reports/minutes/meetings.
12. General office practice implement any administrative or IT procedure as delegated by manager following appropriate training. Reporting via SIRMS as requested.
13. To communicate internally and externally using email.
14. Data Entry input coded data to clinical system.

Confidentiality:

While 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 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

understand and apply the principles of the cold chain

assist with risk assessment procedures ensure the safety of patient self and colleagues as reasonably practicable at all times

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 sharing and requesting information as appropriate: dealing with external agencies as necessary

Communicate effectively with patients and carers to explain the role of the HCA and to advise within own competence:

Recognize 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

This list of duties is not exhaustive; you may be asked to carry out other duties and will be expected to support the doctors and the manager by responding efficiently to any reasonable request for assistance.

Person Specification

Qualifications

Essential

• Good general education
• Microsoft Office skills
• Understanding of confidentiality

Desirable

• Able to use SystmOne

Experience

Essential

• Admin or secretarial background
• Strong organisational and communication skills
• Good timemanagement skills

Desirable

• GP or healthcare setting experience
• Knowledge of ERS or medical terminology
• Dictation and data entry skills
• Calm reliable accurate

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

St Anthony’s Health Centre

Address

St. Anthonys Road

Newcastle Upon Tyne

NE6 2NN

Employer's website

https://www.stanthonyshealthcentre.nhs.uk/ (Opens in a new tab)