Job summary
Please note: This vacancy is being advertised by One Wight
Health Ltd - GP Federation, on behalf of Cowes Medical Centre.
Cowes Medical Centre will be the employer for
this post.
Hours: Ideally 14 hours per week over 2 days which includes either a Monday or Friday.
Salary: Advised at interview
Opportunity to join a caring team who support one another, our patients and our clinicians. You will be the main contact for our clinicians on referral pathways and patients calling about their referral or medical transport.
Understanding a patient's journey from appointment through to referral to a hospital/service and back is an advantage. You will be liaising on sensitive medical information, so a caring customer service communication style is important.
Our mission is to provide sustainable, good quality, safe, people-centred primary care services to patients, and temporary residents, in our locality. To do so we tailor patient services to population types, focus resources where they are most needed, co-ordinate with related services and listen to our patients and staff.
We offer employees a challenging, but rewarding role, market rate competitive base salary, excellent contributory pension terms, generous holiday allowance and a friendly, supportive working environment.
Main duties of the job
The Medical Secretary provides administrative support to our clinicians and operational management on key areas:
Secondary care referral preparation, processing, updates, queries etc ensuring that all elements are dealt with in accordance with pathways, timescales and that nothing is missed.
Chase and/or expedite documentation to help ensure a safe and responsive service for our patients.
Support on notification of death or notices of infectious disease.
Respond to enquiries and liaise with patients, carers , secretaries, NHS administrators, consultants.
About us
At Cowes Medical Centre, we are a multi-disciplinary team of 60+ with a breadth of skills and specialisms including GPs, ANPs, MSK, MHP, paramedics, dietician, pharmacy technicians, and social prescriber. We are passionate about patient care, professional development, and partial to homemade cake. We are supportive of one another and often lunch together. We have a purpose built building, with great facilities including a dedicated minor ops room, treatment room, phlebotomy suite, training facilities, and parking.
Job description
Job responsibilities
To be responsible for the administration of patient referral processing, ensuring that all
elements are dealt with in accordance with timescales, and that nothing is missed, such as
rejected referrals or patients failing to book an appointment.
Chase and or expedite documentation to help ensure a safe and responsive service for our
patients.
Support on submissions to the Medical Examiner and the Coroner.
Submit notices of infection diseases.
Respond to enquiries and liaise with patients, carers, secretaries, NHS administrators, other healthcare providers, doctors, consultants etc building and maintaining good working relationships.
Copy typing and drafting of letters from tasks for clinicians as required, taking care the
document is accurate, checked for spelling and grammar and the content flows and is
structured appropriately. Ensure the document is sent to the appropriate recipient.
Work as a team to ensure the smooth running of the secretarial support.
Ensure patient information is always kept secure and confidential at all times.
Maintain accurate Patient records promptly and quickly - entering data in accordance with reporting requirements.
Support developing and installing letter templates.
Arrange ambulance or hospital car transport for patients as per the protocol and liaise with the patient or their carer on this.
Expedite appointments/tests as required.
Check emails, workflow documents and tasks, and deal with them appropriately.
Establish and maintain filing and administrative systems for non-patient related information.
Provide meeting administration and minute taking.
Escalate any problems to your line manager or the business manager.
Provide cover for members of the secretarial team during periods of sickness and annual leave.
To support the wider team, you may be asked to carry out any other duties as may reasonably
be requested.
Job description
Job responsibilities
To be responsible for the administration of patient referral processing, ensuring that all
elements are dealt with in accordance with timescales, and that nothing is missed, such as
rejected referrals or patients failing to book an appointment.
Chase and or expedite documentation to help ensure a safe and responsive service for our
patients.
Support on submissions to the Medical Examiner and the Coroner.
Submit notices of infection diseases.
Respond to enquiries and liaise with patients, carers, secretaries, NHS administrators, other healthcare providers, doctors, consultants etc building and maintaining good working relationships.
Copy typing and drafting of letters from tasks for clinicians as required, taking care the
document is accurate, checked for spelling and grammar and the content flows and is
structured appropriately. Ensure the document is sent to the appropriate recipient.
Work as a team to ensure the smooth running of the secretarial support.
Ensure patient information is always kept secure and confidential at all times.
Maintain accurate Patient records promptly and quickly - entering data in accordance with reporting requirements.
Support developing and installing letter templates.
Arrange ambulance or hospital car transport for patients as per the protocol and liaise with the patient or their carer on this.
Expedite appointments/tests as required.
Check emails, workflow documents and tasks, and deal with them appropriately.
Establish and maintain filing and administrative systems for non-patient related information.
Provide meeting administration and minute taking.
Escalate any problems to your line manager or the business manager.
Provide cover for members of the secretarial team during periods of sickness and annual leave.
To support the wider team, you may be asked to carry out any other duties as may reasonably
be requested.
Person Specification
Experience
Essential
- Previous work as a secretary
- Touch- typist
- Audio typing skills
- Microsoft office Word, Excel & PowerPoint
- Excellent customer service skills
- Excellent verbal and written communication skills
- Problem solving skills
- Ability to work without direct supervision
- Ability to manage time and workload
- Manage multiple tasks and conflicting demands
- Ability to work under pressure
- Ability to work as part of an integrated multi-skilled team
Desirable
- Previous experience of work as a medical secretary / medical terminology
- Previous experience of working in a GP Practice
- Previous knowledge of SystmOne
Qualifications
Essential
- Minimum of English GCSE B or equivalent
- Typing/Word Processing qualification
Desirable
- Evidence of Medical Terminology training
Qualities and Attributes
Essential
- Reliable, trustworthy and conscientious
- Polite, good mannered, pleasant, cheerful
- Smart, clean & well-presented appearance
- Enthusiastic and a self-starter
- Ability to cope with sensitive matters
- Willingness to work additional hours to cover the holiday/sick leave of other secretaries
Desirable
- Flexible approach to duties and working arrangements
- Have a proactive approach to delivering an excellent support service
Person Specification
Experience
Essential
- Previous work as a secretary
- Touch- typist
- Audio typing skills
- Microsoft office Word, Excel & PowerPoint
- Excellent customer service skills
- Excellent verbal and written communication skills
- Problem solving skills
- Ability to work without direct supervision
- Ability to manage time and workload
- Manage multiple tasks and conflicting demands
- Ability to work under pressure
- Ability to work as part of an integrated multi-skilled team
Desirable
- Previous experience of work as a medical secretary / medical terminology
- Previous experience of working in a GP Practice
- Previous knowledge of SystmOne
Qualifications
Essential
- Minimum of English GCSE B or equivalent
- Typing/Word Processing qualification
Desirable
- Evidence of Medical Terminology training
Qualities and Attributes
Essential
- Reliable, trustworthy and conscientious
- Polite, good mannered, pleasant, cheerful
- Smart, clean & well-presented appearance
- Enthusiastic and a self-starter
- Ability to cope with sensitive matters
- Willingness to work additional hours to cover the holiday/sick leave of other secretaries
Desirable
- Flexible approach to duties and working arrangements
- Have a proactive approach to delivering an excellent support service
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.
