Job summary
We are looking for an enthusiastic and self-motivated Medical Secretary to join our dedicated and friendly practice team at Overdale Medical Practice, where you'll play a key role in ensuring the smooth running of our busy GP Practice.
The ideal candidate would have experience of using SystmOne, good sound knowledge of medical terminology, and have worked as a Medical Secretary within the NHS. Although full training can be given.
You must be accurate, have good communication skills, be a team player, and also be able to work flexibly in the absence of colleagues.
Main duties of the job
As a Medical Secretary, you'll be the vital link between our clinical team and patients.
Your responsibilities will include:
- Providing high-quality secretarial and administrative support to GP's and other clinicians.
- Managing correspondence, referrals. and medical reports.
- Liaising with hospitals, patients, and other healthcare providers.
- Maintaining accurate and confidential patient records
- Processing Subject Access Requests from patients and external companies.
- Supporting the wider admin team with general duties as needed.
About us
We are a warm, friendly practice that strives to offer the best possible care for our 12,000 patients. We have 8 GPs, 7 nurses and a supporting team consisting of pharmacists, social prescribers, mental health practitioner and first contact physiotherapist. You will be joining our excellent secretarial team, who offer a fantastic service and are critical to smooth running of our practice.
Job description
Job responsibilities
Job responsibilities:
- 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, minutes, memorandums, etc. in an accurate and quality manner.
- To organise referrals through the electronic referral service
- To liaise with patients with regard to their hospital appointments
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- To assist the practice manager with all clerical and administrative duties.
- To make appointments, bookings and admissions as required.
- To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.
- 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.
- 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 cover for members of the secretarial team during periods of sickness and annual leave.
- To receive and dispatch mail and maintain a pending system.
- Process Subject Access Requests.
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 identified
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 recognizes 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-judgemental 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, 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 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
Job description
Job responsibilities
Job responsibilities:
- 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, minutes, memorandums, etc. in an accurate and quality manner.
- To organise referrals through the electronic referral service
- To liaise with patients with regard to their hospital appointments
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- To assist the practice manager with all clerical and administrative duties.
- To make appointments, bookings and admissions as required.
- To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.
- 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.
- 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 cover for members of the secretarial team during periods of sickness and annual leave.
- To receive and dispatch mail and maintain a pending system.
- Process Subject Access Requests.
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 identified
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 recognizes 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-judgemental 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, 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 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
Person Specification
Qualities
Essential
- Confident & Mature outlook;
- Highly Motivated;
- Forward Thinking;
- Ability to work under pressure;
- High levels of integrity and loyalty;
- Awareness of diversity issues; works in a positive, non-discriminatory way;
- Flexible approach to undertaking a wide variety of tasks;
- Flexible with regard to working hours, e.g. anti-social hours, shifts,
- full or part-time working, holiday cover;
- Able to undertake training outside of normal working hours if
- necessary;
- Interested in/aptitude for learning new skills/taking on new challenges?
Experience
Essential
- Experience of secretarial / administrative work
- Experience of working in a health care setting, the wider NHS or primary care setting
- Strong IT skills including Word, Excel and Outlook
- Clear, polite telephone manner
- Effective time management
- Ability to work as a team member and autonomously
- Ability to make decisions within defined procedures/legislation
- Problem solving & analytical skill
- Good interpersonal skills
Desirable
- Experience of medical secretarial work
- SystmOne experience
- Good knowledge of medical terminology
- Experience of using e-rs (choose & book system)
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English (C or above)
- Secretarial Qualification or experience
Person Specification
Qualities
Essential
- Confident & Mature outlook;
- Highly Motivated;
- Forward Thinking;
- Ability to work under pressure;
- High levels of integrity and loyalty;
- Awareness of diversity issues; works in a positive, non-discriminatory way;
- Flexible approach to undertaking a wide variety of tasks;
- Flexible with regard to working hours, e.g. anti-social hours, shifts,
- full or part-time working, holiday cover;
- Able to undertake training outside of normal working hours if
- necessary;
- Interested in/aptitude for learning new skills/taking on new challenges?
Experience
Essential
- Experience of secretarial / administrative work
- Experience of working in a health care setting, the wider NHS or primary care setting
- Strong IT skills including Word, Excel and Outlook
- Clear, polite telephone manner
- Effective time management
- Ability to work as a team member and autonomously
- Ability to make decisions within defined procedures/legislation
- Problem solving & analytical skill
- Good interpersonal skills
Desirable
- Experience of medical secretarial work
- SystmOne experience
- Good knowledge of medical terminology
- Experience of using e-rs (choose & book system)
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English (C or above)
- Secretarial Qualification or experience
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.