Medical Secretary

Job description

Job responsibilities

Job Summary

Responsible for carrying out a broad range of secretarial and administrative tasks, providing comprehensive support to the extended teams. Responsibilities include, but are not limited to, timely processing/actioning of information in both electronic and paper formats, effective communication with team members and external agencies such as secondary care and community service providers, and adherence to current policies. A high degree of confidentiality, sensitivity, discretion and tact is required in this role.

Main Duties

The post holder will be required to undertake

• Typing/ Audiotyping letters, reports and associated documentation as required
• Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently.
• Manage all enquires in an effective manner
• Maintain an accurate referrals database
• Action all incoming tasks.
• Maintaining accurate patients healthcare records.
• Process referrals using the electronic referral system (ERS) and managing worklists.
• Process requests for information/ non- NHS services i.e. SAR, insurance / solicitors letters and DVLA forms etc.
• Read code data on SystmOne where required.
• Answer incoming phone calls and dealing with the callers request appropriately.
• Managing online requests and completing them in timely manner.
• Manage all administrative queries as necessary.
• Support all clinical staff with general administrative tasks as requested
• Liaise with medical representatives and help with arranging preparations as appropriate.
• Any other duties that may be reasonably expected of the post holder for the provision of services as directed by the General Manager.

Confidentiality

Patients entrust the practice with sensitive personal and health-related information, shared in confidence. All staff are expected to respect this trust and uphold privacy at all times.

The post-holder may access confidential information relating to patients, carers, staff, and the practice as a business. Such information must be treated as strictly confidential and only shared with authorised individuals in accordance with practice policies and data protection regulations.

Health & Safety:

Under the provisions of the Health and Safety at Work Act 1974 it is the duty of every employee to:

Take reasonable care of themselves and of others who may be affected by their acts of omissions.

Co-operate with their employer in ensuring that all statutory and other requirements are complied with.

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 recognises 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 recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise peoples needs for alternative methods of communication and respond accordingly.

Flexibility

Please note, changes in government policy may result in a change in working hours or assigned duties.

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent
• GCSE Mathematics & English (C or above)

Desirable

• NVQ Level 2 in Health and Social Care

Experience

Essential

• Experience of working face to face with the general public
• Experience of working in a health care setting as a medical secretary
• Experience of administrative duties

Desirable

• Experience in a GP Practice or Health Care Organisation

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

Whaddon Healthcare

Address

25 Witham court

Tweed drive

Bletchley

Milton Keynes

MK3 7QU

Employer's website

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