Practice Secretary

Job description

Job responsibilities

The duties and responsibilities to be undertaken by members of the Practice administration team may include any or all of the items in the following list. Duties including those not on the list which are delegated from time to time, may be varied under the direction of the Practice Manager and Assistant Practice Manager, dependent on current and evolving Practice workload and staffing levels:

To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, etc. in an accurate and quality manner.

To make appointments, bookings and admissions as required.

To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

To retrieve medical records and assist the completion of medical/insurance records. and ensure these are recorded and information forwarded to Finance Administrator

File patient records and correspondence in patient medical records.

To maintain the computer clinic system in an accurate and secure manner.

To assist with the gathering of statistics and information when required.

To provide appropriate clerical and administrative duties in line with the e-referral system or any other designated referral management system.

To provide cover for members of the secretarial team during periods of sickness and annual leave.

To provide cover when necessary

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential

Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:

Using personal security systems within the workplace according to Practice guidelines

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

Making effective use of training to update knowledge and skills

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Reporting potential risks through the appropriate systems

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 or development 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 resource

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

Person Specification

Experience

Essential

• Experience of working in a Medical Secretary role
• Experience of working in a confidential workplace
• Experience of working with clinical computer systems

Desirable

• Primary care experience
• Experience of working with SystmOne
• Experience of working with e-referrals
• Experience of summarising and coding medical records

Qualifications

Essential

• Good General Standard of Education

Desirable

• Medical Secretary Qualification

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

Sloan Medical Centre

Address

Sloan Medical Centre

2 Little London Road

Sheffield

S8 0YH

Employer's website

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