To provide comprehensive secretarial and administrative support to the GP Partners, salaried GPs and the Practice Manager.
PLEASE NOTE: This is a full time role.
Main duties of the job
Knowledge, Skills and Experience
* The post-holder ideally should have experience as a secretary.
* Experience in administration in non-medical fields will also be considered.
* Excellent word processing and audio typing skills are essential.
* The ability to communicate well with people at all levels is important; the post-holder will be expected to use his/her initiative
* Good time management skills and ability to prioritise workload
* Ability to multi task using different IT systems and processes
* Willingness to learn new systems and be confident in their use
* Sound knowledge of medical terminology is preferable but not necessary
* Good IT skills and knowledge of Practice systems, preferably EMIS, DOCMAN and ERS
* Ability to work as part of a team and develop with the needs of the team
About us
Grove Medical Centre is a GP practice located in a residential area of Egham. The practice provides GP services to 15,500 patients.
Services are provided from one location:
Grove Medical Centre - The Grove, Church Road, Egham, Surrey TW20 9QN.
There is a team of 3 GP partners, 5 salaried GPs (male and female). The practice is also a training practice for doctors.
Training practices help qualified doctors, known as registrars, complete the final stages of their GP training. The practice also provides training for nurses and paramedic practitioners.
The practice has a team of 3 nurses who provide nurse-led clinics and 3 healthcare assistants. The practice is supported by 4 clinical pharmacists and a Physician Associate who were employed by the Primary Care Network SASSE 2. GPs and nurses are supported by the practice manager, operations manager, team leaders and a team of reception, administration staff and care coordinators.
Grove Medical Centre is open 8am to 6.30pm Monday to Friday. The practice is part of a hub of GP practices which provides extended access appointments for patients during the week until 8pm and at weekends. Patients are able to access Out of Hours services through NHS 111.
Job responsibilities
To produce an efficient and accurate patient documentation. Thisincludes producing referral letters and external organisationdocumentation.
To generate referral forms and identify the correct form to be usedfor each service.
To gain and utilise good knowledge of referral pathways and be upto date with changes in pathways.
To gain and use an extensive knowledge base of secondary andcommunity care providers.
To assist with any patient queries and arrange private medicals andreferrals.
To ensure all referrals and patient contacts are accurately recordedon the practice clinical system (EMIS Web).
To be responsible for the timely monitoring and management ofreferrals using approved pathways.
To manage the e-Referral system, which includes generatinge-Referrals as required by the clinicians, managing work lists and assistingpatients with enquiries regarding their e-Referral booking. This includes Sendingout routine, private, urgent and Two week rule referrals.
Tomanage Advice and Guidance queries and feedback to the referring clinician.
To managewritten requests from outside agencies, ensuring that patient confidentialityis upheld at all times with correct and current patient consent.
Tomanage the process regarding deceased patients, including communication withmedical examiners, coroners and other external agencies.
To dealwith telephone queries from healthcare professionals, solicitors, DVLA and othergovernment agencies. This is not anexhaustive list.
To ensure correspondence, reports, results etc.are filed promptly and in the correct records, ensuring that all recentcorrespondence is available when patients are seen.
Toassist patients with problems presented either in writing or by contact withthe surgery or through their own GP and escalate to the manager, where needed.
Toensure that all private services are invoiced, whilst acknowledging andchecking patients health circumstances
To update patients medical records from post/Docman.
To complete all tasks related to patient records(summarising, deductions, notice of change forms, consent forms) on EMIS, Docmanand any other systems.
To assist with inbound document coding.
To be awareof the current legislation and legal implications of requests for disclosure ofpatient data/information and to be sensitive to patient wishes.
Toarrange and attend Practice meetings and take accurate notes. These meetings includepalliative care and clinical meetings.
To carry on administrative tasks as requested bythe Practice Manager or Operations Manager.
To acknowledge limitations in completing certaintasks and request support from senior staff members.
Person Specification
Experience
* Experience as a secretary.
* Experience of working in a healthcare setting, preferably in primary care.
* Experience of working through multiple systems at the same time in a time-efficient manner.
* Advanced experience of using word, excel and PowerPoint including ability to use word processing skills, emails and the internet to create simple plans and reports
* Experience of working with healthcare professionals and or previous experience in the NHS.
* Experience of working in an non-medical secretarial role or in a PA role.
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.
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