Job responsibilities
Job summary:
JOB PURPOSE:
To provide general medical secretarial support to the Doctors, Nurse
Practitioner and Practice Nurses, involving word processing and audio typing
skills with general clerical work.
To
undertake non-routine activities which may be delegated by line manager,
consultant staff or other members of the multidisciplinary team.
KEY TASKS:
1.
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.
2.
To
assist the Practice Operations Manager with all clerical and administrative
duties.
3.
To
make appointments, bookings and admissions as required.
4.
To
liaise and arrange meetings (to include the booking of rooms) as required and
to attend meetings and take minutes.
5.
To
establish and maintain filing and administrative systems so that written or
computer information is easily accessible and secure.
6.
To
retrieve medical records and assist the completion of medical/insurance
records.
7.
File
patient records and correspondence in patient medical records.
8.
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.
9.
To
maintain the computer system (SystmOne) in an accurate and secure manner.
10. To utilise the electronic Booking
System ERS.
11. To assist with the gathering of
statistics and information when required.
12. To provide cover for members of the
secretarial team during periods of sickness and annual leave.
13. In liaison with the Practice
Operations Manager, maintain adequate supplies of office stationery in order to
perform secretarial duties.
14. To receive and dispatch messages and
maintain a pending system in SystmOne.
15. Deals with applications for private
medical reports, including life assurance, accident and sickness claims,
disabled badges, collaborative fees and criminal injury claims. The process includes:
Issuing invoices and seeking payment
for private work prior to completion.
Keeping records of monies received
and owed, taking and handling cash or cheques presented at reception.
Following up incomplete work.
Preparing lists of debtors
monthly.
Dealing with telephone calls from
patients and third parties as appropriate.
16. Deal with requests for access to
medical records and reports in accordance with the relevant legislation and
ensuring that appropriate consent to access has been obtained from the patients
for third party access.
17. Keeping a record on the clinical
system of all private work in progress and payments received
using a template.
18. Arranging private medical
examinations with the partners as and when appropriate e.g. HGV medicals.
19. Keeping copies of medical reports
either scanned onto patients computer records or in patients manual records.
20. Referring to the Practice Operations
Manager for advice on any request for reports that are not routine.
21. Undertakes surveys and audits as necessary
to own work.
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 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 health care 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 and Safety:
The
post holder will assist in promoting and maintaining their own and others
health, safety and security as defined in the practice Health and Safety
policy, the practice Health and Safety manual and the practice Infection
Control policy and procedures. This will
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.
Actively
reporting of health and safety hazards and infection hazards immediately when
recognised.
Keeping
own work areas and general/patient areas generally clean, assisting in the
maintenance of general standards of cleanliness consistent with the scope of
the job holders role.
Undertaking
periodic infection control training (minimum annually).
Reporting
potential risks identified.
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, 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 and 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 as 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 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 recognise 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.
