Medical Secretary

Job description

Job responsibilities

Job responsibilities

To undertake administrative tasks in a timely manner associated with the referral of patients and to accurately maintain the practice records of referrals including all e-referrals.

Process referrals to external agencies using the electronic referral system (ERS) and e-mail system.

Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently and in a timely manner.

Liaise with other healthcare professionals, secretaries and administration teams with regards to coordinating patient care

Typing patient referrals, general correspondence, medical reports and any other associated documentation

Process requests for information i.e., SARS, photocopying medical records and documents, insurance and solicitors letters, DVLA, DQP, private letters and report requests from patients.

Maintain an accurate record of incoming and outgoing fees for medical reports and letters.

Process and complete all practice claim forms.

Manage petty cash and complete spreadsheets.

Send out invoices for payment using the Xero accounts package, liaising with the Practice Manager.

Working collaboratively alongside the other secretary ensuring all workload is managed effectively.

Advise patients of relevant charges for private services

Resolve problems which relate to the e-referral service including changes to place of referral and dealing with rejected referrals.

Resolve a wide variety of patient queries (referrals, reports, forms, private letters etc) received by telephone, in person and in writing in a professional and courteous manner.

To initiate and compose correspondence whether internal or external in a professional and timely manner.

To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

To accurately update and monitor patient records and information systems both manual and computerised

Import referrals forms onto SystmOne Clinical system.

Ensure that correct proformas are used by Clinicians and these are saved within SystmOne, and old ones removed.

Regularly throughout the day check tasks in the clinical system and action appropriately, Process tasks daily, scan and file documents as required.

Check e-mails daily and process accordingly.

Send communication via AccuRx

Keep up to date with changes in referral systems and new proformas.

To work as a positive and supportive team member as required and providing cover when required for absence of the other secretary.

To assist the practice team with administrative duties as may be reasonably required: i.e., process reviews, letter writing, faxing, e-mailing, scanning, coding and auditing.

To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

Undertake administration tasks as allocated.

Delivery of training and development to required practice staff

To keep up to date with practice information including policies and procedure changes

To identify areas for quality improvement, risk avoidance or development and take an active part in delivering the business objective.

Ensure high levels of confidentiality, always adhering to GDPR requirements.

This job description is not meant to be exhaustive but is merely indicative of the main duties involved. However, the post-holder may at times be required to carry out other duties not listed.

Work safely always in accordance with legislative requirements and practice policy and procedures.

Person Specification

Qualifications

Essential

• Education to GCSE level or equivalent
• GCSE Mathematics and English (C or above)

Desirable

• AMSPAR Medical Secretary Qualification

Experience

Essential

• Experience of dealing with the public
• Experience of working in an administrative role

Desirable

• Experience of working as a medical secretary
• Experience of medical terminology
• Experience of working in general practice
• Previous experience of working with electronic referral system

Skills

Essential

• Excellent communication Skills - both verbal and written
• Strong IT skills
• Clear and polite telephone manner
• Competence in the use of Office and Outlook
• Effective time management - planning and organising
• Good organisational skills
• Ability to work as a team member and autonomously.
• Good interpersonal skills, sensitivity, tact and diplomacy
• Problems solving and analytical skills.
• Ability to follow policy and procedure.

Desirable

• Knowledge of SystmOne

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

Tickhill and Colliery Medical Practice

Address

25 St Marys Road

Tickhill

Doncaster

South Yorkshire

DN11 9NA

Employer's website

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