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The Elms Medical Practice

Medical Secretary

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This job is now closed

Job summary

An exciting opportunity has arisen for an enthusiastic, adaptable and well-motivated administrator to provide a competent and efficient secretarial service to the clinical team at Elms Medical Practice.

The successful candidate will be well organised and be able to prioritise tasks. They will be proactive in solving problems and queries and you will see these through to completion. The post holder will need to be calm and patient, with an excellent telephone manner, communication, interpersonal and organisational skills to deal with sometimes complex and difficult issues over the phone. The post holder will be flexible in their approach and will work creatively to provide support in the most effective way.

Main duties of the job

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)

About us

The Elms Medical practice is a high achieving GP surgery serving 9800 patients in Chester.

The clinical team comprises of 7 GPs, ANP, 2 practice nurses and HCA. We have healthcare professionals in collaboration with Chester Central PCN comprising of Paramedics, clinical Pharmacist, Pharmacy Technicians, Physiotherapist, Dieticians, Health & Well being coaches and social Prescribers.

The clinical team is supported by a strong administrative team including Care Navigators, Medical Secretaries, Medicines Managers and Data Administrators.

Details

Date posted

08 September 2023

Pay scheme

Other

Salary

£11.20 an hour

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

A2405-23-0005

Job locations

2nd Floor Fountains Health

Delamere Street

Chester

Cheshire

CH1 4DS


32 The Parade

Blacon

Chester

CH1 5HN


Job description

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:

a. Typing letters, reports and associated documentation as required (understanding the Lexicom system)

b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

c. Manage tasks to secretary inbox in an effective manner

d. Maintain an accurate referrals database

e. Action all incoming emails to the Elms inbox

f. Scanning of patient related documentation and attaching scanned documents to patients healthcare records

g. Input data into the patients healthcare records as necessary

h. Process referrals using the electronic referral system (ERS)

i. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms

j. Read code data on Emis

k. Answer incoming patient queries relating to referrals

l. Manage all administrative queries as necessary

m. Carry out system searches as requested; including referral audits & FT referrals

n. Maintain a clean, tidy, effective working area at all times

o. Support all clinical staff with general administrative tasks as requested

p. Manage the income spreadsheet on non-nhs work

q. Adding referral templates onto Emis including word documents

r. Basic searches to help with audits

s. Regular review of Secretary policies and protocols keeping them up to date.

Job description

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:

a. Typing letters, reports and associated documentation as required (understanding the Lexicom system)

b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

c. Manage tasks to secretary inbox in an effective manner

d. Maintain an accurate referrals database

e. Action all incoming emails to the Elms inbox

f. Scanning of patient related documentation and attaching scanned documents to patients healthcare records

g. Input data into the patients healthcare records as necessary

h. Process referrals using the electronic referral system (ERS)

i. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms

j. Read code data on Emis

k. Answer incoming patient queries relating to referrals

l. Manage all administrative queries as necessary

m. Carry out system searches as requested; including referral audits & FT referrals

n. Maintain a clean, tidy, effective working area at all times

o. Support all clinical staff with general administrative tasks as requested

p. Manage the income spreadsheet on non-nhs work

q. Adding referral templates onto Emis including word documents

r. Basic searches to help with audits

s. Regular review of Secretary policies and protocols keeping them up to date.

Person Specification

Qualifications

Essential

  • GCSE grade A to C in English and Maths

Desirable

  • Evidence of typing skills

Experience

Essential

  • Experience in primary care

Desirable

  • Competent in Emis Web and Docman
Person Specification

Qualifications

Essential

  • GCSE grade A to C in English and Maths

Desirable

  • Evidence of typing skills

Experience

Essential

  • Experience in primary care

Desirable

  • Competent in Emis Web and Docman

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

The Elms Medical Practice

Address

2nd Floor Fountains Health

Delamere Street

Chester

Cheshire

CH1 4DS


Employer's website

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

Employer details

Employer name

The Elms Medical Practice

Address

2nd Floor Fountains Health

Delamere Street

Chester

Cheshire

CH1 4DS


Employer's website

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

Employer contact details

For questions about the job, contact:

Practice Manager

Atiya Alam-Jones

atiyaalam@nhs.net

01244351000

Details

Date posted

08 September 2023

Pay scheme

Other

Salary

£11.20 an hour

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

A2405-23-0005

Job locations

2nd Floor Fountains Health

Delamere Street

Chester

Cheshire

CH1 4DS


32 The Parade

Blacon

Chester

CH1 5HN


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