Job responsibilities
Job Title: Medical
Secretary
Responsible to: Practice Manager and the Partners
Beckington
Family Practice is a Partnership currently operating from two sites. The
Practice cares for around 11,400 patients and has been approved for GP and
medical student training. The Practice has a firm commitment to offer an
excellent standard of care to its patients.
Job Summary
To
be responsible for the provision of an efficient, comprehensive secretarial and
administrative support service to the Practice.
To
undertake these duties without direct supervision, working within broad
procedural guidelines.
To
ensure that total confidentiality is maintained in that no information about
patients or other members of staff, either medical or personal, is disclosed to
persons other than those employed by, or attached to, the Practice for which
such information is relevant.
Good
communications are extremely important within the Practice, with patients and
with outside agencies.
Special Requirements for
the post
Excellent
communication skills
Ability to organise
and prioritise own workload
Ability to use own
judgement, resourcefulness and common sense
Knowledge or
willingness to learn use of clinical software (Emis Web, e-referrals)
Computer literacy
(Windows, Word, Excel) and accurate keyboard skills
Understanding,
acceptance and adherence to the need for strict confidentiality
Willingness to attend
training courses from time to time
Key Responsibilities
To deal with patient enquiries, exercising
initiative with regard to action necessary, sending tasks etc (all clinical
queries are referred to clinical staff)
To prioritise all correspondence whether from workflow task, email, Accurx or other, often to strict deadlines.
Typing patient referral letters from workflow tasks, templates or generating them from consultations. Code all referrals in the clinical system
Typing miscellaneous correspondence, reports, minutes of meetings etc as required.
To use Word software for any miscellaneous typing as required
To use Excel spreadsheets as necessary
To use a variety of specialist software
To communicate with and liaise between all staff departments as necessary
To help and support colleagues within your team, including cover for annual leave and sickness
To use the computer on a daily basis to type and save all correspondence using the Practice clinical system, EMIS Web medical information system
Attending and supporting various practice meetings such as Clincial Governance, Safeguarding, and Gold Standards Framework meetings and taking minutes as required.
Dealing with emails and actioning appropriately
Take messages when appropriate
Deal with any telephone enquiries and always answer the telephone with a polite and professional manner
Ensure all urgent/2 week wait referrals are processed in a timely manner
Perform any reasonable administrative tasks as requested
To assist reception in the cancellation of surgeries due to sickness etc by contacting patients and to re-appoint either by text, letter or telephone if required.
To sort and distribute incoming mail appropriately
File any correspondence as required
Photocopying as required
Dealing with patient queries regarding correspondence, referrals and pathology results.
Taking messages for GPs
Liaison with the Patient participation group
Collation of
Information
Support
the Practice team in achievement of keeping medical records updated by ensuring
the following:
Collation
of patient information using Emis Web medical information system
Maintaining
quality and accuracy of all data input
Comply
with Data Protection Act and GDPR
Working Environment
Carry
out routine checks to ensure your work station is clean and tidy at the start
and end of your shift
Ensure
all equipment in your work station is operational and up to date and report any
issues to your line manager
Ensure
that confidential patient information is stored and handled according to
protocol and report any concerns to your line manager
Health & Safety
Assist
in promoting and maintaining your own and others health, safety and security
as defined in the Practice Health and Safety policy.
Ensure that any hazards in your working area
are reported immediately to your line manager
Using personal security
systems within the workplace according to practice guidelines
Demonstrate due regard
for safeguarding and promoting the welfare of children and vulnerable adults.
Confidentiality
Ensure
patient and Practice information is kept confidential and secure at all times,
in accordance with the Information Security and Confidentiality protocols
Performance/Professional
Development
To
participate in training sessions to ensure administrative, clinical and
computer skills are kept up to date with current technology and practice
To
participate in regular appraisal meetings
To
participate in regular team meetings
Equality &
Diversity
To
support the equality, diversity and rights of patients, carers and colleagues
according to Practice protocol
Working with Patients
To
work in partnership with our patients to help them achieve better health
outcomes
To
offer a polite, friendly and efficient level of communication service to all
our patients
Dignity and Respect
To
treat patients, colleagues and visitors with dignity and respect at all times
Feedback
To
listen to feedback from patients and colleagues whether this be a complaint,
comment or compliment and if it cannot be dealt with immediately, ensure it is
reported immediately to the Practice Manager
Care
Quality Commission (CQC)
To work within the guidelines
set by CQC to ensure that the Practice is safe, efficient
and provides the best possible care for patients
To offer suggestions to the
Partners on how we can improve, progress and develop all processes
relating to CQC
Any Other Duties
Any
other duties as may be determined by the Practice Manager and Partners
