Medical Secretary

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.

General Duties

To work collaboratively and professionally with colleagues across Invicta Health, building and maintaining relationships.

To contribute to the development of services, including processes, templates and principles.

To treat all members of the public with respect and not to discriminate on the grounds of age, disability, gender reassignment, race, religion or belief, gender, sexual orientation, marriage or civil partnership, or pregnancy and maternity or any other issue.

To ensure that Health and Safety guidelines are observed at all times and alert management to any concerns raised by staff or members of the public.

To be aware of guidelines relating to the safeguarding of children and vulnerable adults.

To ensure that strict confidentiality is observed at all times, especially when dealing with personal information.

To take part in any statutory and mandatory training or other training and development programmes as requested.

Any other reasonable duties as directed by your line manager.

Due to the changing nature of Invicta Health, job descriptions will evolve and are therefore subject to periodic review.

Full terms and conditions of employment will be issued if an offer of employment is made.

Person Specification

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

Qualifications

Essential

• Good level of education including competent levels of numeracy and literacy

Desirable

• AMSPAR qualification

Key Skills

Essential

• Able to communicate effectively and collaboratively across varied disciplines.
• Able to work in a well-organised and professional manner, maintaining concentration and accuracy
• Able to manage conflicting priorities
• Possess an aptitude for dealing with potentially difficult or demanding situations.
• Good telephone manner

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.

Employer details

Employer name

Invicta Health CIC

Address

East Cliff Practice

Dumpton Park Drive

Ramsgate

Kent

CT11 8AD

Employer's website

https://invictahealth.co.uk/ (Opens in a new tab)