Job summary
We are looking for an experienced medical secretary to join
our busy practice for up to 30hpw.
We are seeking a team player who is well organised and has
excellent verbal and written communication skills. Good IT skills are essential
for the role, and the candidate should be proficient with Microsoft Office. We
are looking for someone who can prioritise tasks and is flexible.
To provide an efficient copy typing and word processing
service for GPs and health professionals as required. This includes the typing
of letters, reports, and patient referrals in an accurate, timely and quality
manner using Lexacom.
Utilising e-referrals and maintaining an up to date and
comprehensive knowledge of referral destinations and specialist clinics where
required e.g. advice and guidance requests.
Dealing with clinician queries e.g. chasing replies or test
results from hospitals, finding a speciality doctor or hospital, sending
referrals to another hospital/consultant as needed.
Processing all referrals and other documents. This involves
creating referrals via Emis and supplying paperwork to patients- also dealing
with phone calls from patients regarding queries.
Processing referrals from patient clinical documents without
the need for additional clinical input is important.
This is an essential role at the practice, providing an efficient, comprehensive secretarial and administrative support service to the practice clinical team.
Main duties of the job
Providing a full secretarial service for all health
professionals as required. This includes sending referrals via eRS, using templates and formatting letters, reports, and any other
correspondence in an accurate and timely manner.
Dealing with practice
queries via phone and email regarding hospital appointments, correspondence and
treatments.
Managing advice & guidance, following up GP requests for information.
Importing/updating template for use by the
practice.
Maintaining the clinic system in an accurate
and secure manner.
Maintaining an accurate referrals database.
Having sufficient knowledge to create onward referrals with
minimal input from clinicians.
Being the first point of contact for hospital queries such
as emails and calls from hospital secretaries.
Dealing with queries from patients. This
includes chasing or following up with clinicians if referrals have not been
made.
Prioritising referrals based on clinical need and urgency.
Process and record all incoming requests relating to private
fee work utilising IGPR system.
Recording and tracking private fee.
Adhere to pre-agreed practice costs and
charges. Sending invoices for private
fee work.
Processing medical records to support
insurance applications.
Completing sections of insurance reports before
passing to the clinician for completion.
Dealing with queries with regards to private fee work.
Process and record all Subject Access Requests utilising IGPR system.
About us
The Dow Surgery Information:
- 4 GP Partners and 6 Salaried GPs, Large Nursing Team
- Pro-active, supportive & harmonious team with Pharmacist and Clinical Admin Team
- 11800 patients
- Good CQC Rating
- High QOF performance & committed to high quality patient care
- Training Practice
- Extended range of services on site including: Minor surgery, Joint Injections, Family planning procedures
Job description
Job responsibilities
- Co-ordinate and process patient referrals to the most appropriate clinical specialty in Community and Secondary Care, using agreed pathways ie ERS.
- Have a good working knowledge of tasks and emails and any relevant additional software such as Lexacom Echo and iGPR.
- Take sole responsibility for the training of Admin colleagues in the use of the above processes and update training when required.
- Maintain and update the Practice library of referral forms and referral pathways.
Administration of Medical Records including iGPR, Word processing Medical Reports and requests for Copies of Medical Records ensuring protocols are followed and these are completed with payment details and returned securely by post or made ready for collection.
- Word process and/or draft patient letters and organise the appropriate payments according to list of charges.
- Respond to enquiries and queries relating to patient referrals and reports and ensure that these are followed up and resolved.
Answering incoming telephone calls and direct these as appropriate.
Taking and recording messages accurately and passing these on promptly
Co-ordinate, attend and minute the Gold Standards Framework meetings and circulate as necessary with guidance from the GP Lead if required and ensure the need for cover is communicated to the Practice GPA.
To ensure maximum efficiency of the practice and to promote and build an effective Secretarial/Admin team environment and foster good team working in conjunction with your colleagues.
- Provide Reception cover as required.
- Participate in team and individual training and support colleagues in conjunction with the Operations Manager and other members of the staff team.
- Handle difficult patients professionally and have the ability to liaise with Consultants/Chemists/GP Practices etc.
- Participate in meetings, act upon any actions as identified if required.
- Comply with confidentiality guidelines and protocols at all times.
- Ensure all Practice Protocols and Procedures are adhered to and followed stringently.
Dealing with all non-medical problems for GPs as and when required.
- Action tasks and assigned workloads in a timely manner.
- Effectively communicate with and promote communication between staff at all levels, communicate with relevant outside agencies, act upon and cascade as appropriate, circulate both emails and all other correspondence in a timely manner.
- Embrace change and positively act upon recommended changes.
Job description
Job responsibilities
- Co-ordinate and process patient referrals to the most appropriate clinical specialty in Community and Secondary Care, using agreed pathways ie ERS.
- Have a good working knowledge of tasks and emails and any relevant additional software such as Lexacom Echo and iGPR.
- Take sole responsibility for the training of Admin colleagues in the use of the above processes and update training when required.
- Maintain and update the Practice library of referral forms and referral pathways.
Administration of Medical Records including iGPR, Word processing Medical Reports and requests for Copies of Medical Records ensuring protocols are followed and these are completed with payment details and returned securely by post or made ready for collection.
- Word process and/or draft patient letters and organise the appropriate payments according to list of charges.
- Respond to enquiries and queries relating to patient referrals and reports and ensure that these are followed up and resolved.
Answering incoming telephone calls and direct these as appropriate.
Taking and recording messages accurately and passing these on promptly
Co-ordinate, attend and minute the Gold Standards Framework meetings and circulate as necessary with guidance from the GP Lead if required and ensure the need for cover is communicated to the Practice GPA.
To ensure maximum efficiency of the practice and to promote and build an effective Secretarial/Admin team environment and foster good team working in conjunction with your colleagues.
- Provide Reception cover as required.
- Participate in team and individual training and support colleagues in conjunction with the Operations Manager and other members of the staff team.
- Handle difficult patients professionally and have the ability to liaise with Consultants/Chemists/GP Practices etc.
- Participate in meetings, act upon any actions as identified if required.
- Comply with confidentiality guidelines and protocols at all times.
- Ensure all Practice Protocols and Procedures are adhered to and followed stringently.
Dealing with all non-medical problems for GPs as and when required.
- Action tasks and assigned workloads in a timely manner.
- Effectively communicate with and promote communication between staff at all levels, communicate with relevant outside agencies, act upon and cascade as appropriate, circulate both emails and all other correspondence in a timely manner.
- Embrace change and positively act upon recommended changes.
Person Specification
Skills
Essential
- Excellent communication (oral and written) skills and outstanding interpersonal skills
- Excellent keyboard and computer skills
- Ability to listen and empathise
- Appropriate IT knowledge, skills and experience
- Competent in the use of Microsoft Office and Outlook
- Negotiating skills and problem solving
- Good time management
- Ability to follow policy and procedure
Personal Qualities
Essential
- An understanding, acceptance and adherence to the need for strict confidentiality
- Ability to use own judgement, resourcefulness and common sense
- Ability to work without direct supervision and determine own workload priorities
- Ability to work as part of an integrated multi-skilled team
- Pleasant and articulate
- Able to work under pressures
- Able to work in a changing environment
- Able to use own initiative
- Honest, caring, pleasant, sympathetic, good humoured and displays integrity at all times
- Willing to work flexible hours as necessary
- Empathetic understanding of patients needs and expectations
Experience
Essential
- Experience of working in a Primary Health Care setting as a Medical Secretary
- Experience of using EMIS and other clinical software
- Experience of Microsoft Office software
- Experience of administrative duties
Desirable
- Experience of audio typing
Person Specification
Skills
Essential
- Excellent communication (oral and written) skills and outstanding interpersonal skills
- Excellent keyboard and computer skills
- Ability to listen and empathise
- Appropriate IT knowledge, skills and experience
- Competent in the use of Microsoft Office and Outlook
- Negotiating skills and problem solving
- Good time management
- Ability to follow policy and procedure
Personal Qualities
Essential
- An understanding, acceptance and adherence to the need for strict confidentiality
- Ability to use own judgement, resourcefulness and common sense
- Ability to work without direct supervision and determine own workload priorities
- Ability to work as part of an integrated multi-skilled team
- Pleasant and articulate
- Able to work under pressures
- Able to work in a changing environment
- Able to use own initiative
- Honest, caring, pleasant, sympathetic, good humoured and displays integrity at all times
- Willing to work flexible hours as necessary
- Empathetic understanding of patients needs and expectations
Experience
Essential
- Experience of working in a Primary Health Care setting as a Medical Secretary
- Experience of using EMIS and other clinical software
- Experience of Microsoft Office software
- Experience of administrative duties
Desirable
- Experience of audio typing
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
