Overview
20-37.5 hours per week. The Medical Secretary is responsible for providing Medical Administration and Secretarial Services to the practice; in particular for the General Practitioners.
Job Summary
The Medical Secretary is responsible for providing Medical Administration and Secretarial Services to the practice; in particular for the General Practitioners. This includes copy typing up and coordination of referrals and medical reports, and administrative support for the Senior Management Team. This position involves some general administration, data input, and scanning. Although all positions include flexibility to work across both sites, the secretarial team is primarily based within our Netherfield Road site in Guiseley.
Main duties
* Working in a team, act as secretary to a number of General Practitioners, Advanced Nurse Practitioner, Physicians Associates and trainees. Provide a full secretarial service to those doctors including requesting additional information when needed, signposting and advising on changes to pathways.
* Processing referrals - actioning tasks, notifications, requests received on accurx and other messages within Systmone, and chasing up referrals from Doctors or with Consultants Secretaries where appropriate.
* Using transcribing equipment including digital dictation, software including Teams, Teamnet, accurx, IGPR, email and e-referrals to process patient referrals for Health and Social Care Services.
* Use standard referral forms, letters, phone calls and any other reasonably means requested by the doctors.
* Prioritise urgent referrals as required under the 2 week wait rule.
Further duties
* Creating or processing Choose and Book Referrals and e-referrals, including booking direct appointments where appropriate and investigating existing pathways and other options.
* Typing miscellaneous letters and medical reports as requested by the doctors.
* Working the relevant Choose and Book Work lists on a daily or monthly basis as required according to work list activity.
* Outstanding Referral Letters checked periodically each day to identify incomplete referrals and ensure that letters are typed and attached to UBRNs by the due date.
* Referrer Action Required checked each day to identify any newly cancelled or rejected UBRNs, investigated and actioned that same day.
* Awaiting Booking/Acceptance checked once a month to identify any outstanding UBRNs of 3 months of age, investigated why they remain unappointed and actioned accordingly.
* Providing Secretarial Support to the Senior Management Team as appropriate, including requests made by Managers, Partners and Practice Nurses.
* Typing minutes from meetings, ad hoc HR meetings when required; preparation of posters, documents, etc; dealing with Health & Social Care Enquiries regarding the progress of referrals and taking action to follow up, help and signpost as appropriate/necessary.
* Provision of medical information to Health & Social Care Organisations as requested by Doctors, Nurses & attached staff as appropriate.
* General Office Administration duties (scanning, photocopying, stationery orders, post runs, etc.).
* Arrange the despatch of royal mail and shuttle post from the Secretarial Team office daily; maintain postage supplies and stock reports; organise stationery supplies and referral labels & envelopes; photocopying of patient notes, medical letters and referral forms as appropriate; filing of patient notes and associated medical letters.
Operating and teamwork
* Operating existing Secretarial processes and suggesting changes and developments where appropriate.
* Working as part of the team to provide full Secretarial support to the whole practice, including covering for colleagues during high demand or short-staffed periods.
* The Secretarial Team forms part of the Administration Team; the post holder may train to cover in the absence of other colleagues within the team.
Other Information
* The post holder is expected to maintain strict confidentiality and deal with all personnel, patients and their families with discretion and courtesy.
* The post holder may work flexible hours within reasonable bounds.
* Data Protection Act 1998 requires that personal data be handled appropriately.
* This job description is a guide and subject to regular review according to service needs.
Competence, Supervision, and Risk
* Competence: Do not work outside defined level of competence; discuss concerns with manager/supervisor.
* Supervision: Ensure compliance with supervision requirements; consult your Manager if in doubt.
* Risk Management: Proactive risk management and incident reporting as part of all duties.
Records and Health & Safety
* Records Management: Responsible for all records gathered/created/used; maintain confidentiality and follow policy.
* Health and Safety: Comply with risk management, health and safety policies and reporting of hazards.
Person Specification
Qualifications
* Essential: GCE/GCSEs including English Language with grade C or above; previous secretarial work experience.
* Desirable: RSA2 or equivalent; additional typing/word processing qualifications; evidence of professional development.
Experience
* Essential: 2 years experience as a secretary; experience in healthcare; experience dealing with the public/patients.
* Desirable: Experience of SystemOne; experience of e-referrals; experience in Primary Care and knowledge of healthcare provision.
Skills and Abilities
* Strong knowledge of medical terminology; typing skills; high typing speed; empathy; good time management; adaptability; strong communication and IT skills; ability to work with minimal direction and prioritise work; professional demeanor.
Other
* Essential: Physical ability to sit for extended periods; integrity; willingness to register at a different GP practice if required.
Legal and Employer Details
Disclosure and Barring Service Check information is included. This post is subject to the Rehabilitation of Offenders Act 1974 and requires a DBS submission as applicable. Employer: Aire Valley Surgery, 10 Netherfield Road, Guiseley, Leeds, LS209HE. Employer's website: https://www.airevalleysurgery.nhs.uk
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