Job summary
Job summary
Invicta Health are looking for a Medical Secretary to join the friendly team at St James Practice on a part time basis, working 21 hours per week.
The role will be based at Harold Street,Dover,Kent,CT16 1SF
Main duties of the job
As a Medical Secretary, you will provide an important role in supporting the practice team with the day to day running of the practice by undertaking a variety of administrative and secretarial services for the Practice Manager, GPs and Healthcare Professionals.
About us
St James Surgery is based in the seaside town of Dover, famous for its white cliffs and its strategic gateway to Europe. They are situated a short stones throw away from the beach and close to the historic Dover Castle. They are a thriving practice, supported by their patient population of circa 9000.
St James Surgery is warm and friendly with a robust multi-disciplinary team, which includes Nurse Practitioners and a Clinical Pharmacist. The multi disciplinary team is supported by an experienced administration team who handle referrals, prescriptions, reports and other general tasks.
St James is one of seven GP practices that sit under Invicta Health. We are a well known community interest company, devoted to supporting and improving primary care in the Kent area.
Job description
Job responsibilities
Appointments and Referrals
- Use the E-referral system (ERS) to action, monitor and track appointments, bookings, and admissions of patients to hospital and send out relevant documentation to the patient.
- Work to successfully action ERS tasks relating to any changes made to referrals and effectively manage rejected referrals.
- Generate, log, track and chase fast track referrals including Cancer referrals.
- Support the practice with patients clinical queries relating to referrals where appropriate.
- Monitor DOCMAN workflow and complete all secretarial tasks that originate from DOCMAN and EMIS.
Data Handling
- To action all subject access requests (SAR) and third-party access requests (TPSAR) on the IGPR system in a timely manner.
- Processing and handling of Death Certificates and Cremation Forms. Liaising with coroners, medical examiners and GPs to ensure timely issue and preparing invoices for the appropriate fee where 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 in the completion of medical/insurance records.
- Source and chase patient blood results from third party practices and code them on the patients medical file where appropriate.
- Obtain and file patient records and correspondence in patient medical records where required.
Communication
- To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- Monitor the Medical Secretary email account and action any requests and raising any urgent enquiries to your line manager where relevant.
Miscellaneous
- Assist the practice manager with all clerical and administrative duties.
- Support GP/Nurses with administration tasks when requested, for example, Dictation and the sending of XRAY, MRI, CT scan and Ultrasound requests.
- Attend clinical and management meetings and take minutes when requested.
- Cover the work of other colleagues within the Clinical Administration team when requested.
Job description
Job responsibilities
Appointments and Referrals
- Use the E-referral system (ERS) to action, monitor and track appointments, bookings, and admissions of patients to hospital and send out relevant documentation to the patient.
- Work to successfully action ERS tasks relating to any changes made to referrals and effectively manage rejected referrals.
- Generate, log, track and chase fast track referrals including Cancer referrals.
- Support the practice with patients clinical queries relating to referrals where appropriate.
- Monitor DOCMAN workflow and complete all secretarial tasks that originate from DOCMAN and EMIS.
Data Handling
- To action all subject access requests (SAR) and third-party access requests (TPSAR) on the IGPR system in a timely manner.
- Processing and handling of Death Certificates and Cremation Forms. Liaising with coroners, medical examiners and GPs to ensure timely issue and preparing invoices for the appropriate fee where 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 in the completion of medical/insurance records.
- Source and chase patient blood results from third party practices and code them on the patients medical file where appropriate.
- Obtain and file patient records and correspondence in patient medical records where required.
Communication
- To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- Monitor the Medical Secretary email account and action any requests and raising any urgent enquiries to your line manager where relevant.
Miscellaneous
- Assist the practice manager with all clerical and administrative duties.
- Support GP/Nurses with administration tasks when requested, for example, Dictation and the sending of XRAY, MRI, CT scan and Ultrasound requests.
- Attend clinical and management meetings and take minutes when requested.
- Cover the work of other colleagues within the Clinical Administration team when requested.
Person Specification
Qualifications
Essential
- Essential criteria
- Good level of education including competent levels of numeracy and literacy
Desirable
- Desirable criteria
- AMSPAR qualification
Experience
Essential
- Understand the importance of maintaining patient and data confidentiality. Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations. Experience of setting up and maintaining effective administrative filling systems Experience of work involving regular and accurate data inputting Experience of working with EMIS and DOCMAN Experience of working with Microsoft packages including, word, excel and power point Knowledge and understanding of the National Health Service
Desirable
- Knowledge of office management systems and procedures Previous administration experience within a medical environment
Person Specification
Qualifications
Essential
- Essential criteria
- Good level of education including competent levels of numeracy and literacy
Desirable
- Desirable criteria
- AMSPAR qualification
Experience
Essential
- Understand the importance of maintaining patient and data confidentiality. Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations. Experience of setting up and maintaining effective administrative filling systems Experience of work involving regular and accurate data inputting Experience of working with EMIS and DOCMAN Experience of working with Microsoft packages including, word, excel and power point Knowledge and understanding of the National Health Service
Desirable
- Knowledge of office management systems and procedures Previous administration experience within a medical environment
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.
