Overview
Marsden Medical Group has a fantastic opportunity for two Referral Clerks to join our team for 30 hours per week. This is an essential front-line role at the practice, providing an efficient, comprehensive secretarial and administrative support service to the wider practice team. Supporting our doctors and other teams, speaking to patients on the telephone and face to face, dealing with queries, typing letters, amongst many other essential tasks. This is a varied, interesting and highly valued role. You should also possess strong organisational skills, good time management, and excellent verbal and written communication.
Main duties
You will be part of a team that provides a secretarial and administrative service to the wider team which will involve, but not exclusively be limited to:
* Typing letters
* Answering patient queries by phone, email or face to face
* Cancelling and reinstating appointments as necessary
* Booking appointments for patients and coordinating services
* Attending and minuting meetings
* Reports
We reserve the right to close this advert early due to the volume of applicants. Please apply as soon as possible to avoid disappointment. If you have not heard from us 10 working days following the closing date you will not have been selected for interview.
About us
Our team comprises Partners, salaried GPs, Nurses, HCAs, SNAs, NAs, Registrars, F2 GP and ARRS attached staff who look after over 22,785 patients, across two sites. A teaching, training and research practice striving to grow and develop the next generation of clinicians. All clinical staff are supported by a well-established management and admin team comprising over 40 staff of differing roles. The team meets daily in our staff room for coffee, food and a catch up, providing a supportive environment to bounce ideas around and get to know one another. If you bake cake, it’s a winner — we all love cake!
Job responsibilities
MARSDEN MEDICAL GROUP
JOB DESCRIPTION REFERRAL CLERK
AFC Band 2
Purpose of the Post
To provide a comprehensive secretarial service to all GPs in the practice, ensuring the secretarial function is organised and performed to high standards of accuracy and efficiency for the Partners. Support the Group Practice Manager and Management Team in the many tasks/functions that enable the practice to develop and maintain standards. Plan and prioritise tasks, working effectively to achieve and maintain a high standard of patient care.
The post holder will maintain confidentiality of patient information at all times.
Enquiries from patients are efficiently and courteously handled. Distribution of documents is undertaken efficiently and promptly.
Dimensions
Marsden Medical Group operates from two purpose-built buildings Marsden Road Health Centre and Wawn Street Surgery serving 22,785 patients. There are 8 Partners, 11 Salaried GPs, 15 nurses, with an admin support staff of 28. It is a teaching, training and research practice with Doctors in Training and Medical Students.
Typing of confidential material as instructed by the Partners. Typing and processing a wide range of letters requested by GPs and staff including hospital referrals via choose and book, and reports to outside agencies. Maintain appropriate files and records. Act as liaison between patients, partners and hospitals in the early resolution of problems/queries related to hospital appointments, referrals, results and reports. Provide information to patients regarding consultations at private hospitals. Manage patient tasks from GPs and staff. Urgent results communicated to GPs via tasks and the appointment screen. Organise TOP appointments, inform patients, type and fax letters and forms to consultants. Record requests for insurance/medical reports in patient records and complete using templates. Copy, post insurance/DWP forms. Open post, stamp and distribute to appropriate staff. Competent in the use of all office equipment including the Winscribe transcription system. Maintain stock.
Knowledge, Skills, Training and Experience
Textual knowledge: Typing; Qualifications at least RSA 2; Medical Terminology; Pleasant and effective telephone manner; Knowledge of EMIS clinical system; Knowledge of Word Processing and Spreadsheets; Experience with SNOMED codes. Analytical skills to judge facts and situations and resolve hospital appointment issues. Planning and organisational skills with the ability to prioritise own workload. Communication and Relationship Skills to provide and receive routine information with tact. Working relationships include the Group Practice Manager, Management Team, reception, admin and secretarial staff, practice and community nursing teams, other primary health care staff, and other agencies as necessary. Ability to give general non-clinical advice and assist patients with hospital appointments.
Policy and Service Development
Follow policies and procedures, Health and Safety policies, and policies regarding referrals (e.g., Fast track referrals/choose and book). There are policies in place covering all aspects of the job; review and adapt as they are updated by the Group Practice Manager or Management Team.
Financial and Physical Resources
This post has a degree of responsibility including safe use of equipment, data entry through the clinical system, and ensuring adequate stationery stock.
Human Resources
Demonstrate activities to new or less experienced employees and new starters. Information Resources: This post involves data entry onto the clinical system and word processing, following practice procedures. Enter data through the choose & book system and read coding of referrals. Responsible for transcribing referrals and forms. Use of email and internet.
Research and Development: None in this post
Freedom to Act
This post is guided by standard operating procedures with supervision available; work is expected to be managed with use of own judgement.
Physical
Combination of sitting, walking and long periods of computer work; good keyboard skills required.
Mental
Concentration required for predictable work patterns, typing referrals, and handling patient queries with potential interruptions.
Emotional
Occasional exposure to distressing or emotional circumstances when handling sensitive referrals.
Working Conditions
Good working conditions with a staff room and kitchen; occasional exposure to unpleasant conditions.
The above job description is not exhaustive and may change with experience and circumstances.
Person specification
Qualifications
* Grade C or above equivalent in English
Experience
* Worked in an office environment/administration with a main focus on typing
* Worked in an NHS non-clinical role (office based)
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and a DBS disclosure is required.
£24,465 a year pro rata to WTE (37.5 hours per week) Agenda for Change band 2
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