Job summary
MEDICAL
SECRETARY/ADMIN ROLE 3 DAYS PER WEEK
This role will
provide secretarial support to our clinical and management team. The role is permanent. Knowledge of
SystmOne clinical system and e-referrals would be advantageous. The right person needs to have excellent
typing/IT skills, be literate, responsible and a good communicator. Needs to be
able to work well and accurately and be able to work alone or part of a
team. The successful applicant will need
to be flexible to cover holidays/sickness if required.
Main duties of the job
To provide an efficient audio and copy typing service for the GPs and Health Professionals as required. This includes the typing of letters reports patient referrals etc. in an accurate and precise manner. For all aspects of Choose and Book including cascading any changes to the system to the GPs in a timely manner. To ensure urgent referrals are emailed and monitored for early action by the appropriate hospital to liaise with outside agencies and with patients regarding various issues. To maintain filing and administrative systems so that written or computer information is easily accessible and secure. To record receipt of medical insurance report requests and ensure these are issued to the GP concerned. To raise an invoice for payment as appropriate then ensure these are copied and dispatched. To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others taking messages and dealing with appropriate enquiries. To receive and dispatch mail on a daily basis. To co-ordinate and maintain the smooth running of the day-to-day workings of the office work. Other admin duties when necessary.
Confidentiality:
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. All such information from any source is to be regarded as strictly confidential.
About us
We believe that the primary importance is our people. We as a team are committed to 5 values in everything we do:CARE ACCOUNTABILITY INNOVATION RESPECT EXCELLENCE.
In our quest for continual improvement and to better manage the challenges facing healthcare providers, we embrace innovation.
Our values mean that all West Park Surgery employees approach their work with a conscience and patients are our priority. We are all accountable for our work and our organisation supports our staff to have the confidence to take responsibility in their roles.
Excellence is at the heart of everything that we do.
Job description
Job responsibilities
ERS
- Advice & Guidance responses
- Triage responses on ERS
- Rejected referrals on ERS
Tasks
- Reallocate tasks daily (ie when clinician has put wrong category)
- 2WW referral tasks
- Urgent referral tasks
- Routine referral tasks
- A&G tasks
- Questionnaire tasks (ie ADHD, Autism, Sleep, SPOA)
- Action tasks
- Chase tasks
- Pathology result tasks
- Red flag tasks
- RTC referrals
Private Work
- TWIMC letter
- Holiday cancellation forms
- DVLA questionnaires
- Capita PIP forms
- HAAS forms / UC113 forms
- AH forms / questionnaires (adoption & fostering)
- Other private work (ie, express medicals request)
- Medicals (Adoption, HGV, DVLA, capacity assessment etc)
- Firearms / ShotgunLicense Reports
- General / other reports
- Raising invoices for private work
Workflow
- Actioning letter / request and then completing letter or forwarding on if required
- Ophthalmology referrals from optician letter
- Questionnaires returned and scanned on, and then send AccuRx booking link to patient
- Emails in WPS inbox for secretaries
Phone calls
- Inbound calls from patients/hospitals/companies
- Making outbound calls
Deaths
- ME office referrals
- Coroners referrals
- Cremation forms
Questionnaires
- ADHD questionnaire (adult)
- Autism questionnaire (adult)
- SPOA questionnaires (4 in total: 2 x teacher, 2 x parent)
- Sleep questionnaires (2 in total)
Other jobs
- Submitting summary via email (once request approved by GP)
- Sending patients their own patient summary
Sending info to Bed Bureau / sending admission info to hospital at GP's
Job description
Job responsibilities
ERS
- Advice & Guidance responses
- Triage responses on ERS
- Rejected referrals on ERS
Tasks
- Reallocate tasks daily (ie when clinician has put wrong category)
- 2WW referral tasks
- Urgent referral tasks
- Routine referral tasks
- A&G tasks
- Questionnaire tasks (ie ADHD, Autism, Sleep, SPOA)
- Action tasks
- Chase tasks
- Pathology result tasks
- Red flag tasks
- RTC referrals
Private Work
- TWIMC letter
- Holiday cancellation forms
- DVLA questionnaires
- Capita PIP forms
- HAAS forms / UC113 forms
- AH forms / questionnaires (adoption & fostering)
- Other private work (ie, express medicals request)
- Medicals (Adoption, HGV, DVLA, capacity assessment etc)
- Firearms / ShotgunLicense Reports
- General / other reports
- Raising invoices for private work
Workflow
- Actioning letter / request and then completing letter or forwarding on if required
- Ophthalmology referrals from optician letter
- Questionnaires returned and scanned on, and then send AccuRx booking link to patient
- Emails in WPS inbox for secretaries
Phone calls
- Inbound calls from patients/hospitals/companies
- Making outbound calls
Deaths
- ME office referrals
- Coroners referrals
- Cremation forms
Questionnaires
- ADHD questionnaire (adult)
- Autism questionnaire (adult)
- SPOA questionnaires (4 in total: 2 x teacher, 2 x parent)
- Sleep questionnaires (2 in total)
Other jobs
- Submitting summary via email (once request approved by GP)
- Sending patients their own patient summary
Sending info to Bed Bureau / sending admission info to hospital at GP's
Person Specification
Qualifications
Essential
- Experience of working in Primary Care
- Experience of working in a GP practice
- Secretarial Experience
- Good level of Education
- Excellent typing/IT skills
- Working knowledge of Microsoft Office
- Problem solving
- Ability to work to policies/protocols
- Planning and prioritising
- Ability to communicate effectively with patients colleagues outside agencies
- Accuracy in work
- Ability to work individually and as part of a team
- Ability to build and maintain good working relationships with colleagues
Person Specification
Qualifications
Essential
- Experience of working in Primary Care
- Experience of working in a GP practice
- Secretarial Experience
- Good level of Education
- Excellent typing/IT skills
- Working knowledge of Microsoft Office
- Problem solving
- Ability to work to policies/protocols
- Planning and prioritising
- Ability to communicate effectively with patients colleagues outside agencies
- Accuracy in work
- Ability to work individually and as part of a team
- Ability to build and maintain good working relationships with colleagues
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.
