We are offering an opportunity for a Medical Secretary to join our friendly and innovative practice in the centre of Oxford.
Main duties of the job
The primary objective is to provide secretarial and administrative support to all members of the practice teams at Hedena Health, including Branch Surgeries, and to coordinate and maintain an effective referral service to support patients and the clinical team.
About us
Are you looking to join a progressive, thriving organization at the forefront of providing high-quality, patient-centric care in Oxford?
Would you like to work for an organization that genuinely cares for its staff as well as its patients?
With 26,000 patients, Hedena Health is one of Oxford's largest providers of primary healthcare services. Operating across three sites in the Headington area, we focus on team-based care to ensure the best outcomes for our patients.
Work-life balance is very important to us. We are a training practice that emphasizes teamwork and training, including a monthly half-day training session and an annual staff away day focused on wellbeing. We also provide fresh fruit and homemade cakes in our staff room! According to our recent employee satisfaction survey, 95% of respondents agree that Hedena is a great place to work!
Job responsibilities
Main Duties and Responsibilities:
* Audio typing of referrals, patient letters, medical reports, coroner reports, solicitor reports, and retinal screening using Lexacom transcription
* Managing EMIS patient tasks and Outlook emails
* Processing Docman workflow
* Facilitating patient secondary care appointments through NHS e-referrals (choose and book), including advice and guidance with specialties such as ENT, Rheumatology, Dermatology, Endocrinology, etc.
* Ensuring referral read codes are added on EMIS and linked documents
* Responding to patient and secondary care inquiries regarding referrals
* Processing email advice and monitoring responses, ensuring data is filed to patient notes
* Managing referral templates/proformas, ensuring they are completed correctly by clinicians
* Following up on missing reports, secondary care correspondence, investigation results, and appointments related to referrals
* Managing NHS Right to Choose referrals for ADHD and Autism assessments
* Handling access requests for case notes for clinical and non-clinical staff and assisting with data access for clinical staff
* Managing NHS e-referrals worklist (including cancellations, rejections, outstanding letters, triage responses, 2WW reports, advice & guidance requests)
* Uploading digital photos related to referrals/emails for advice to patient notes
* Scanning documents to patient notes to accompany patient letters (ad-hoc)
* Using AccuRx triage to add contact details and action secretaries' inbox from triage
* Managing ICE community phlebotomy referrals, check requests, and hospital appointments
* Managing EMIS appointments and adding to Acute Triage & Pharmacist Triage
* Tracking outside organization consultations and correspondence using EMIS All Records View
* Managing hospital appointments, correspondence, and investigations via Cerner Portal
* Minute-taking for clinical meetings as required (e.g., Palliative Care)
* Managing bereavement protocols and secretarial duties
Other duties include:
* Logging all outgoing correspondence managed by the secretarial team on an Excel spreadsheet
* Uploading referral data to AccuRx and the Practice Index (practice intranet)
* Updating contacts on Excel and AccuRx
* Filing, photocopying, and managing files
* Performing any other tasks reasonably delegated and appropriate to the role.
Person Specification
Experience
* N/A
Qualifications
* N/A
Disclosure and Barring Service Check
This role is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A disclosure check will be required to verify any previous criminal convictions.
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