Job responsibilities
Job Title: Medical Secretary
Job Purpose:
To ensure the Doctors and PM can provide an effective, efficient and caring service to the practice population. To process and facilitate referrals, deal with referral enquiries and necessarily follow up of clinical and administrative matters. Including the need to step in and step up, when required, to ensure weekly tasks are upkept, patient enquiry processes are dealt with, lending support to the practice administrator, secretary and non-clinical staff to ensure all services are kept up to date in a timely fashion. To provide typing and report preparation alongside additional administrative tasks at the behest of the Practice Business Manager which may vary between data searches, sessional creation and amendments and other related day to day back room duties.
Through sensible use of initiative, flexible approach and working in consistent high standards of accuracy, you will provide valuable help and support to the team. You will be expected to manage, plan and prioritise tasks efficiently and effectively to maintain that high standard.
Main Duties:
- Typing of highly confidential letters, reports & referrals-adhering to all data and patient confidentiality.
- Advising GPs of correct referral pathways.
- Use ERS and any other relevant and up to date referral methods.
- Be always updated on referral pathways and requirements.
- Be competent in email systems.
- Processing of Insurance and other requested reports, ensuring invoicing is attached when required. Maintaining an excel sheet for reports receipt, provision and applicable fee.
- Maintain an excel sheet in respect of SAR requests.
- Code patient records with any report requests or SAR requests.
- Preparation of SARs and liaise with GP partner on expedition.
- Code patient record with any referrals actioned.
- Liaise with GPs, external service providers & patients to ensure patient referrals and /or other requirements are correctly received and processed.
- Receive in and fully document/code new care records in accordance with high standard of summary expectation-both paper and GP2GP when required.
- Summarising and scanning of any paper letters/reports received when required.
- Checking surgery email account and processing relevant receipts both in the patient care record and cascading to relevant colleague/s to enable action.
- Being au fait with the receipt of e-consultations and cascade and record processes when required.
- To carry out tasks with utmost respect, tact and diplomacy
- Any other typing or administrative work as deemed necessary to meet the needs of the patients and/or practice.
IM & T:
Ensure competence with all office equipment.
EMIS web literate.
Up to date with coding-SNOWMED.
Accurate data entry.
Process and store information following data protection guidelines and patient confidentiality.
Care for and keep secure personal smartcard.
Report any computer or other equipment failure.
Development:
To attend & participate in practice meetings and any other relevant practice development sessions [expected]
Update competencies and partake in mandatory training [expected].
Upkeep knowledge of practice policies [expected].
Familiarise Caldicott Guidelines and Practice Mission Statement [expected].
Partake in supplementary training to enhance personal role [encouraged].
Partake in personal development plans, appraisal and/or peer support sessions [expected].
This list is not exhaustive, therefore will include any other duties as deemed necessary to the running of the surgery and care of the patients.
