Job summary
Full Time Practice Medical Secretary Vacancy
The Crescent Surgery, Cleveleys Health Centre
Salary: Equivalent to AfC Band 3 / 4 dependant on experience
Job Overview
To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.
Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).
The successful candidate will:
- Have a sensitive and empathetic approach alongside a flexible, cooperative, professional nature, and the desire to put patient safety and quality of service at the forefront, are all essential characteristics that we will be looking for.
Main duties of the job
The successful candidate will work as part of an excellent, experienced secretarial team, who remain adaptable and considerate to changes within General Practice and the NHS.
The successful candidate will:
- Provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, etc, in an accurate and quality manner
- Liaise with external agencies such as hospitals and community services ensuring all referrals and queries are actioned in a timely manner
- Answer and action GP, Nurse and Practice Team enquiries to the best of their ability
- Answer all secretarial questions from the patient population to the best of the ability, ensuing any unresolved questions are signposted to the correct person/ service
About us
Come and join our high achieving very friendly GP training practice. Supported by 3 GP partners, 1 Salaried GP, 3 highly skilled and experienced Nurse practitioners, 1 Practice nurse, 1 Trainee Nurse Associate, 2 HCAs, 2 Locum Pharmacists, a in house Pharmacy technician, along with our very experienced and supportive administration and reception teams.
Job description
Job responsibilities
Job Summary:
To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.
Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).
Job Responsibilities:
- The following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
- Typing letters, reports and associated documentation as required
- Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
- Managng all enquiries in an effective manner
- Maintaining an accurate referrals database
- Processing calling letters as requested
- Inputting data into the patients healthcare records as necessary
- Processing referrals using the electronic referral system (ERS)
- Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
- Clinically coding data on EMIS Web
- Managing all administrative queries as necessary
- Carrying out system searches as requested
- Maintaining a clean, tidy, effective working area at all times
- Supporting all clinical staff with general administrative tasks as requested
- Support reception staff, providing cover during staff absences when required
- To provide clinicians with an accurate and timely secretarial service, primarily involving the referral of patients for secondary or social care.
- To assist patients with referral or appointment queries in a responsive, willing and helpful manner. To work with the doctors, support staff, Primary Care Network teams and other Primary Health Care Team colleagues, as a team, in helping to achieve a good standard of service for our patients.
Secretarial Duties:
- Exhibit high standards of customer service when dealing with patients and visitors
- Dealing with incoming and outgoing telephone calls for secretarial enquiries
- Ensuring the appropriate registration of patients attending the Practice
- Accurate and timely transcription of digital dictation to word processor according to current procedural standards; prioritising as appropriate.
- Arrange hospital out-patient appointments and/or follow-up at GPs request and inform patients as appropriate. Liaise with hospital colleagues as necessary.
- Dispatch referral letters to secondary care, electronically, by email or post to current procedural standards.
- Respond to all queries from, or relating to our patients, or other visitors, taking account of appropriate confidentiality measures and where necessary after consulting with a doctor.
- Pass accurate and timely messages to the doctors and other members of the Primary Health Care Team.
General Administration:
- Maintain statistics regarding referrals for report and audit purposes.
- Maintain information files regarding secondary care services and other professional agencies.
- Update referral information and forms and communicate changes throughout the practice.
- Actively participate in relevant audit topics.
IT System
- Maintain up-to-date patients' basic demographic data on computer.
- Comply with all GDPR and Caldicott principles in the handling of patient data.
General Duties:
- Maintain close and effective liaison with colleagues.
- Work collaboratively with colleagues across all teams to ensure good quality patient services.
- Liaise and engage in timely communication with other professionals and sessional members, as necessary.
- Responsible for safe use of equipment in own area.
- Understand and adhere to other statutory regulations that are required of the practice.
- Attend and actively participate in mandatory training events and whenever possible in other relevant training events and practice meetings.
- Actively participate in annual appraisal process.
- Work flexibly to enable seamless cover for colleagues annual, sick & study leave.
- Undertake additional duties as may from time to time be necessary, commensurate with the post.
- Present a positive image of Thornton Practice as a centre of medical excellence
- To respect and support all members of the Practice team
- To positively contribute to the achievement of the team vision
Duties and Responsibilities:
- The following are the core responsibilities of a Medical Secretary. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
- To provide an efficient audio, copy typing and word processing service for the clinical team and other colleagues as required. This includes typing letters, reports, referrals, minutes in an accurate and quality manner
- Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
- Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
- Processing Insurance Medical Reports, Patient forms following completion by GPs
- Liaising with external agencies such as hospitals and community services, ensuring referrals are processed correctly.
- Dealing with all tasks/notifications/MS teams from clinicians or patients regarding any aspect of secondary care referrals and tests. Chasing appointments, results, referrals as required. Checking Care Portal for up to date information to support clinicians.
- Answer incoming phone calls regarding referrals, hospital tests or enquiries from secondary care, dealing with the callers request appropriately
- Ensure all private work is completed, invoiced and tracked
- Actioning all relevant incoming email
- Answer all secretary AMGP requests
- Complete all assigned tasks
Job description
Job responsibilities
Job Summary:
To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.
Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).
Job Responsibilities:
- The following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
- Typing letters, reports and associated documentation as required
- Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
- Managng all enquiries in an effective manner
- Maintaining an accurate referrals database
- Processing calling letters as requested
- Inputting data into the patients healthcare records as necessary
- Processing referrals using the electronic referral system (ERS)
- Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
- Clinically coding data on EMIS Web
- Managing all administrative queries as necessary
- Carrying out system searches as requested
- Maintaining a clean, tidy, effective working area at all times
- Supporting all clinical staff with general administrative tasks as requested
- Support reception staff, providing cover during staff absences when required
- To provide clinicians with an accurate and timely secretarial service, primarily involving the referral of patients for secondary or social care.
- To assist patients with referral or appointment queries in a responsive, willing and helpful manner. To work with the doctors, support staff, Primary Care Network teams and other Primary Health Care Team colleagues, as a team, in helping to achieve a good standard of service for our patients.
Secretarial Duties:
- Exhibit high standards of customer service when dealing with patients and visitors
- Dealing with incoming and outgoing telephone calls for secretarial enquiries
- Ensuring the appropriate registration of patients attending the Practice
- Accurate and timely transcription of digital dictation to word processor according to current procedural standards; prioritising as appropriate.
- Arrange hospital out-patient appointments and/or follow-up at GPs request and inform patients as appropriate. Liaise with hospital colleagues as necessary.
- Dispatch referral letters to secondary care, electronically, by email or post to current procedural standards.
- Respond to all queries from, or relating to our patients, or other visitors, taking account of appropriate confidentiality measures and where necessary after consulting with a doctor.
- Pass accurate and timely messages to the doctors and other members of the Primary Health Care Team.
General Administration:
- Maintain statistics regarding referrals for report and audit purposes.
- Maintain information files regarding secondary care services and other professional agencies.
- Update referral information and forms and communicate changes throughout the practice.
- Actively participate in relevant audit topics.
IT System
- Maintain up-to-date patients' basic demographic data on computer.
- Comply with all GDPR and Caldicott principles in the handling of patient data.
General Duties:
- Maintain close and effective liaison with colleagues.
- Work collaboratively with colleagues across all teams to ensure good quality patient services.
- Liaise and engage in timely communication with other professionals and sessional members, as necessary.
- Responsible for safe use of equipment in own area.
- Understand and adhere to other statutory regulations that are required of the practice.
- Attend and actively participate in mandatory training events and whenever possible in other relevant training events and practice meetings.
- Actively participate in annual appraisal process.
- Work flexibly to enable seamless cover for colleagues annual, sick & study leave.
- Undertake additional duties as may from time to time be necessary, commensurate with the post.
- Present a positive image of Thornton Practice as a centre of medical excellence
- To respect and support all members of the Practice team
- To positively contribute to the achievement of the team vision
Duties and Responsibilities:
- The following are the core responsibilities of a Medical Secretary. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
- To provide an efficient audio, copy typing and word processing service for the clinical team and other colleagues as required. This includes typing letters, reports, referrals, minutes in an accurate and quality manner
- Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
- Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
- Processing Insurance Medical Reports, Patient forms following completion by GPs
- Liaising with external agencies such as hospitals and community services, ensuring referrals are processed correctly.
- Dealing with all tasks/notifications/MS teams from clinicians or patients regarding any aspect of secondary care referrals and tests. Chasing appointments, results, referrals as required. Checking Care Portal for up to date information to support clinicians.
- Answer incoming phone calls regarding referrals, hospital tests or enquiries from secondary care, dealing with the callers request appropriately
- Ensure all private work is completed, invoiced and tracked
- Actioning all relevant incoming email
- Answer all secretary AMGP requests
- Complete all assigned tasks
Person Specification
Qualifications
Essential
- Good standard of general education
- GCSE Mathematics C or above
- GCSE English C or above
Desirable
Experience
Essential
- Experience of MS Office, Web and E-mail
- Experience of working within a medical environment
- Experience of ERS
Skills
Essential
- Excellent communication skills (Written and Oral)
- IT skills
- Audio typing
Desirable
- Time Management and the ability to work to deadlines
- Problem solving skills
- Interpersonal skills
- Multitasking
Behaviours
Essential
- Smart, polite and confident
- Planning and organising
- Performing under pressure
- Adaptability
- Team working
- Self motivated
- Flexibility
- Confidentiality
Knowledge
Desirable
- Knowledge of EMIS Web
- Knowledge of SNOWMED codes
Person Specification
Qualifications
Essential
- Good standard of general education
- GCSE Mathematics C or above
- GCSE English C or above
Desirable
Experience
Essential
- Experience of MS Office, Web and E-mail
- Experience of working within a medical environment
- Experience of ERS
Skills
Essential
- Excellent communication skills (Written and Oral)
- IT skills
- Audio typing
Desirable
- Time Management and the ability to work to deadlines
- Problem solving skills
- Interpersonal skills
- Multitasking
Behaviours
Essential
- Smart, polite and confident
- Planning and organising
- Performing under pressure
- Adaptability
- Team working
- Self motivated
- Flexibility
- Confidentiality
Knowledge
Desirable
- Knowledge of EMIS Web
- Knowledge of SNOWMED codes
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.
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
Additional information
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.
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
