Job responsibilities
Job Title Medical Secretary and Administrator
Salary £15.91 per hour
Hours 15 - 20 hours per week
Responsible to Practice Manager
Job purpose
To work with other member of the Secretarial and Administrative Team to provide administrative and secretarial support to the clinical team
To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the clinical team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with clinical team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).
Primary Responsibilities
The following are the core responsibilities of the medical secretary. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
Provide a secretarial service typing letters, reports and associated documentation as required using TPP SystmOne Clinical system, Lexacom digital dictation system and Microsoft Word
Process referrals using the electronic referral system (ERS)
Use TPP SystmOne and GP2GP links for a range of patient administration tasks
Maintain the accuracy of the patient list, accepting amendments and deductions
Accept new records and forward to GP for summary
Print out and return full medical records to Medical Records at NHS Shared Business Systems for patients leaving the Practice
Notify Patient Systems Team of deaths
Scanning of patient related documentation and attaching scanned documents to patients healthcare records, adding appropriate READ codes where necessary. This will include 111 and Out of Hours reports, electronic discharge summaries and other clinical documents
Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
Manage all enquires in an effective manner
Action all incoming letters and emails as appropriate
Ensure the generic surgery email account is regularly checked and action all incoming email appropriately
Input data and add READ codes into the patients healthcare records as necessary
Take Minutes for team meetings
Undertake routine tasks by agreement and in rotation with colleagues
Manage all administrative queries as necessary
Maintain a clean, tidy, effective working area at all times
Support all clinical staff with general administrative tasks as requested
Secondary Responsibilities
In addition to the primary responsibilities, the medical secretary may be requested to:
Partake in audit as directed by the audit lead
Produce meeting agendas and record the minutes of meetings
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 has a duty to take reasonable care of their own and others health and safety and infection control as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include (but will not be limited to):
Using personal security systems within the workplace according to practice guidelines
Keeping own work areas tidy and identifying issues and hazards and highlighting these to the Practice Manager
Demonstrate due regard for safeguarding and promoting the welfare of children.
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 that 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 programme implemented by the practice as part of this employment, with 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.
Complete mandatory training as directed by the Practice Manager
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 resources.
Communication
The post-holder should recognize 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.
Contribution to the implementation of services
The post-holder will:
Apply practice policies, standards and guidance
Discuss with other members of the team how the policies, standards and guidelines will affect own work
Participate in audit where appropriate.
Other
This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the Practice Manager and post holder.
The post holder is required to carry out any duties that may reasonably be requested by the Partners or Practice Manager.
