Job responsibilities
20-37.5 hours per week working for Guiseley and Yeadon Medical Practice. This practice currently comes under the umbrella of Aire Valley Surgery.
Principal Duties
1. Working in a team,
act as secretary to a number of General Practitioners, Advanced Nurse
Practitioner, Physicians Associates and trainees. To provide a full secretarial service to
those doctors including requesting additional information when needed,
signposting and advising on changes to pathways.
2. Processing
referrals - actioning tasks, notifications, requests received on accurx and
other messages within Systmone, Chasing up Referrals from Doctors or with Consultants
Secretaries where appropriate.
3. Using transcribing
equipment including digital dictation, software including Teams, Teamnet, accurx,
IGPR, email and e-referrals to process patient referrals for Health and Social
Care Services.
4. To use standard
referral forms, letters, phone calls and any other reasonably means requested
by the doctors.
5. Prioritise urgent
referrals as required under 2 week wait rule.
This includes prioritising referrals marked as urgent and/or acute.
6. Creating or
processing Choose and Book Referrals and e-referrals, including booking direct
appointments where appropriate and investigating existing pathways and other
options
7. Typing
miscellaneous letters and medical reports as requested by the doctors
8. Working the
relevant Choose and Book Work lists on a daily or monthly basis as required
according to work list activity:
9. Outstanding
Referral Letters checked periodically each day to identify incomplete
referrals and ensure that letters are typed and attached to UBRNs by the due
date.
Referrer Action Required checked each day to identify any newly cancelled
or rejected UBRNs, investigated and actioned that same day.
Awaiting Booking/Acceptance checked once a month to identify any
outstanding UBRNs of 3 months of age, investigated why they remain unappointed
and actioned accordingly.
10. Providing
Secretarial Support to the Senior Management Team as appropriate;
Including requests made by the Managers, Partners and Practice
Nurses;
11. Typing minutes from
meetings ad hoc HR meetings when required.
12. Preparation of
posters, documents, etc
13. Deal with Health
& Social Care Enquiries - telephone, face to face, email, and postal from
patients regarding the progress of referrals and take action to follow up, help
and signpost as appropriate/ necessary.
14. Provision of
medical information to Health & Social Care Organisations as requested by
Doctors, Nurses & attached staff as appropriate.
15. General Office
Administration Duties scanning, photocopying, stationery orders, post runs etc
as required.
16. Arrange the
despatch of royal mail and shuttle post from the Secretarial Team office on a
daily basis.
17. Ensure that an
adequate supply of postage stamps is maintained and stocks are reported at year
end.
18. Organise the
stationery supplies of letter head, compliment slips etc
19. Organise Referral
labels & envelopes; making sure supplies are up to date
20. Photocopying; of
patient notes, medical letters and referral forms as appropriate to the needs
of the doctors.
21. Filing of patient
notes and associated medical letters as if having needed to access them for the
purposes of the Secretarial Team.
Operating Secretarial processes
22. Operating the
existing Secretarial processes, and suggesting changes and developments to
these as appropriate.
The patient death notification process
The Out of Hours Palliative Care forms
Keeping the Secretarial databases up to date, accurate and relevant
Using the internal software systems and email to be able to
identify and research new information, and find the answers to questions
Working as a team
23. The Medical
Secretary is expected to provide full Secretarial support to the whole practice
by supporting the rest of the Secretarial Team during times of high
demand.
24. This includes
working for the other doctors and Nurses as appropriate when either the volume
of work is high, or when the Receptionists, recall team or scanning team are
exceptionally short staffed due to unexpected absences.
25. The Secretarial
Team forms part of the Administration Team of the practice. The post
holder is expected to train to be able to cover in the absence of any/all of
the other colleagues within the Administration Team, and to step in to cover
this if necessary.
Other relevant information
The post holder is expected to always maintain strict
confidentiality and is expected to deal with all personnel, patients and their
families with discretion and courtesy.
The post holder may occasionally be expected to work flexible
hours of duty within reasonable bounds.
The Data Protection Act 1984 requires that personal computer data
not be negligently or unlawfully handled, nor disclosed to unauthorised
persons.
This job description is a guide only and is subject to regular
review according to the needs of the service and in terms of providing full
cover in the absence of the Practice Manager.
Competence
At no time should the post holder work outside their defined level
of competence. If there are concerns regarding this, the post holder should
immediately discuss them with their manager/supervisor.
Supervision
Where the appropriate professional organisation details a
requirement in relation to supervision, it is the responsibility of the post
holder to ensure compliance with this requirement. If employees are in any
doubt about the existence of such a requirement they should speak to their
Manager.
Risk Management
It is a standard element of the role and responsibility of all
staff of the practice that they fulfil a proactive role towards the management
of risk in all of their actions. This entails the risk assessment of all
situations, the taking of appropriate actions and reporting of all incidents,
near misses and hazards.
Records Management
As an employee of Guiseley and Yeadon Medical Practice, the post holder is legally
responsible for all records that they gather, create or use as part of their
work within the practice (including patient health, financial, personal and
administrative), whether paper based or on computer. All such records are
considered public records, and the post holder has a legal duty of confidence
to service users (even after an employee has left the practice). The Post
holder should consult their manager if they have any doubt as to the correct
management of records with which they work.
Health and Safety Requirements
All employees of the practice have a statutory duty of care for
their own personal safety and that of others who may be affected by their acts
or omissions. The post holder is required to co-operate with management to
enable the practice to meet its own legal duties and to report any hazardous
situations or defective equipment. The post holder must adhere to Guiseley and Yeadon's risk management, health and safety and associated policies.
Flexibility Statement
The duties of the post are outlined in this job description and
person specification and may be changed by mutual agreement from time to
time.
Confidentiality
The post holder must at all times be aware of the importance of
maintaining confidentiality and security of information gained during the
course of their duties. This will in many cases include access to personal
information relating to service users. The post holder must treat all information
whether corporate, staff or patient information in a discreet and confidential
manner in accordance with the provisions of the data protection act 1998 and
organisational policy.
Promoting Diversity and Dignity at Work: Guiseley and Yeadon Medical Practice is
committed to promoting diversity in employment and dignity at work. It
recognises that discrimination and harassment is unacceptable and that it is in
the best interests of the practice and the population it serves to utilise the
skills of the total workforce. The post holder must comply with and adhere to
the equal opportunities and dignity at work policies.
