Job responsibilities
MARSDEN MEDICAL
GROUP
JOB
DESCRIPTION REFERRAL CLERK
AFC Band 2
Purpose of the Post
To provide a comprehensive secretarial service
to all GP's in the practice ensuring that the secretarial function is organised
and performed to the high standards of accuracy and efficiency to the best
interest of the Partners. Supporting the Group Practice Manager and Management
Team in the many tasks/functions that enable the practice to develop and
maintain standards. Plan and prioritise tasks working effectively to achieve
and maintain a high standard of patient care.
The Post holder will show respect and regard to
confidentiality of patient information at all times.
In addition to this, it is essential that:
Enquiries
from patients are efficiently and courteously handled.
Distribution of documents is undertaken
efficiently and promptl
Dimensions
Marsden Medical Group operates from two purpose-built
buildings Marsden Road Health Centre and Wawn Street Surgery serving 22785
patients. There are currently 8
Partners, 11 Salaried GPs We are a training practice with Doctors in Training
and Medical Students, 15 nurses, with an admin support staff of 28
Prime Responsibilities
Typing
of highly confidential and sensitive material as instructed by the Partners.
Typing
and processing a wide range of letters requested by GPs and staff including
hospital referrals, via choose and book, and reports to outside agencies.
To
maintain appropriate files and records.
To
act as Liaison person between patients, partners and hospitals in the early
resolution of problems/queries which might arise in connection with the
arrangement of hospital appointments,referrals,results,reports
Information
given to patients regarding consultations at private hospitals.
Dealing
with patient tasks from GP's and staff.
Urgent
results given to GPs' via tasks and appointment screen.
Organising
TOP appointment. informing patient, typing and faxing letter and form A to
consultant.
Recording
requests for insurance/medical report in patients record and complete using
template.
Completing,
photocopying and posting insurance/DWP forms.
Opening
post, stamping and distributing to appropriate staff.
To
be competent in the use of all office equipment including the Winscribe
transcription system.
Maintenance
of stock.
Knowledge
Skills, Training and Experience
Theoretical
and practical knowledge
Typing
Qualifications at least RSA 2
General
Computer skills
Medical
Terminology
Pleasant,
helpful and effective telephone manner
Competence
in written and spoken English
Professional
or Specialist Knowledge
Knowledge of EMIS
clinical system
Knowledge of Word
Processing and Spread Sheets
Experience in the
use of and structure of SNOMED codes
Analytical
You
may be required to make judgements based on facts and situations some of which
may require analysis.
Resolving
issues relating to hospital appointments
Exercise
judgment when dealing with patient enquiries
Analyse
and resolve patient problems
Planning
and Organisational
Some
tasks may require a certain amount of planning and organisation and are ongoing
but will be supported by protocols and procedures. However, you may be required
to use some initiative when
Planning and prioritising own
workload.
Communication
and Relationship Skills
You
will be expected to provide and receive routine information which may require a
certain amount of tact or persuasive skills. For example, chasing up hospital
appointments and given out appropriate information to patients regarding these.
You will come into contact with many patients with problems ie elderly, hard of
hearing, mentally ill and you will be expected to deal with each patient with
sensitivity, tact and understanding.
WORKING
RELATIONSHIPS
General
Practitioners
Group
Practice Manager
Management
Team and Senior Support
Other
members of reception,admin,secretarial team
Members
of Practice,Community nursing team
Other
members of the Primary Health Care Team
Patients
Other
agencies, hospital staff, CPNS, laboratory staff, ICB staff, as necessary
Key
Result Areas
Patient
Care
You
will be expected to provide general nonclinical advice, information, guidance
directly to patients, relatives or carers working within practice policy and
procedures. This will be done either face to face or telephone.
Provide
nonclinical advice to patients
Taking
and relaying messages
Advice
to patients regarding hospital appointments
Policy
and Service Development
There are policies and procedures covering all
aspects of your job, you are expected to follow these effectively and
efficiently taking on board any changes as they are reviewed by your Group Practice
Manager and or Management Team.
Follow policies in own role
Follow Health and Safety Policies
Policies regarding referrals ie Fast track referrals/ choose and
book
Financial and
Physical Resources:
This post has a
degree of responsibility as below
Responsible for safe use of equipment
Entering data through the clinical system
Ensuring there is adequate stationery stock
Human
Resources
Demonstrate own
activities to new or less experienced employees
Demonstrate
activities to new starters
Information
Resources
This post involves data entry onto the clinical
system and word processing. This should
be done accurately and with care following the practice procedures at all
times.
Entering data through the choose & book system
Read coding of referrals
Responsible for transcribing referrals and forms
Use of email and internet
Research
and Development:
None in this post
Freedom
to Act
This post is guided by standard operating
procedures with someone generally available for reference. However, it is
anticipated that the work will be managed rather than supervised and use of own
judgement is essential when maintaining the role.
Physical
A combination of
sitting, walking and frequent requirement for sitting in a restricted position
for long periods of time. This post entails a lot
of computer work it is essential therefore that you possess good keyboard
skills.
Mental
Frequent
amounts of concentration is required where the work pattern is predictable.
Concentration is required when typing referrals from transcribers a certain
amount of concentration will be required when dealing with patient queries to
understand what the problem or query is and how this can be resolved. There may be
frequent interruptions.
Emotional
Occasional
exposure to distressing or emotional circumstances when typing referrals of a
distressing nature or typing a complicated medical document.
Working
Conditions
Good
working conditions, there is a staff room and kitchen where staff have their
breaks. Workstations are adequate and
clean. However, there may be occasional exposure to unpleasant conditions
Continuous VDU use.
The above job description is not exhaustive and
is subject to variation in the light of subsequent experience and change in
circumstances,
