Overview
The post-holder will project a positive and friendly image to patients and other visitors and deal with queries in a professional, courteous and efficient way. To provide general secretarial support to the Doctors and Health Care Professionals involving word processing and general administrative work. The successful candidate will have a good level of education, full knowledge of the elements of Microsoft Office/O365 and substantial experience of delivering an excellent service to patients and staff in a pressurised environment. The post requires strong communication skills, confidentiality, pride in work and conscientious teamwork. The role is suited to someone who is highly motivated, flexible and enjoys working in a busy environment. Employment is subject to two satisfactory references and pre-employment checks.
Main duties / Responsibilities
* Provide an efficient service for GPs and Health Professionals as required, including typing letters, reports, patient referrals via e-referral, 2 Week Waits, minutes, memorandums, etc., in an accurate and quality manner and follow up where appropriate.
* Understand the legislative requirements and practice policies for GDPR and Data Protection.
* Record all referral data and produce reports as required.
* Establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
* File incoming patient information and correspondence in electronic patient medical records, including secure documents (e.g., lab reports, emails).
* Receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications, taking messages and dealing with queries.
* Assist with gathering statistics and information when required.
* Deal with general enquiries, explain procedures and make new and follow-up appointments in line with standard practice protocols.
* Receive and dispatch documents by email.
* Provide cover for members of the secretarial team during sickness and annual leave, and occasionally provide cover for reception staff when required.
Information Technology and Confidentiality
* Utilise established systems to make appointments, bookings and admissions as required.
* Maintain e-referral worklists, including sending/receiving advice and guidance requests and feeding back to doctors in a timely manner.
* Monitor the e-referral action required worklist, including rebooking appointments and redirecting referrals.
* In the performance of duties, you may have access to confidential information relating to patients, carers, colleagues and the Practice. All such information must be treated as strictly confidential.
Health & Safety and Equality
* Promote and maintain health, safety and security as defined in the Practice policies.
* Identify risks in work activities and manage them responsibly.
* Make effective use of training to update knowledge and skills; follow infection control procedures and maintain tidy, safe work areas.
* Report health and safety hazards promptly; keep work areas clean and assist in maintaining general standards of cleanliness.
* Undertake periodic infection control training (minimum annually) and report potential risks identified.
* Support equality, diversity and rights of patients, carers and colleagues, respecting privacy and dignity, and behaving in a welcoming, non-judgmental manner.
Personal/Professional Development and Quality
* Participate in training programmes and annual performance reviews, maintain records of personal/professional development, and attend mandatory training as indicated by the Practice Manager.
* Strive for quality, alert colleagues to quality/risk issues, reflect on performance, and work with others to improve team effectiveness.
* Communicate effectively with team members and patients; recognise needs for alternative communication methods.
Communication and Service Implementation
* Apply Practice policies, standards and guidance; discuss implications with the team; participate in audits where appropriate.
* Be prepared to cover additional shifts during busy periods or annual leave.
Qualifications and Experience
Essential
* Good level of education to GCSE standard or equivalent
* Experience of working as a medical secretary with knowledge of medical terminology
* Computer literacy with excellent keyboard skills
* Ability to work on own initiative, follow procedures and protocols
* Willingness to learn and adapt; excellent verbal and written communication
* Experience of complex administration and record-keeping
* Confidentiality and data protection awareness (Data Protection Act and Caldicott Principles)
* Time management and ability to meet deadlines; ability to organise and prioritise workload
* Negotiation, problem solving and conflict management skills
* Team player with a commitment to patient care
* Calm under pressure and accurate in work
Desirable
o AMSPAR Medical Secretary Diploma
o RSA III Word Processing/Information Technology or equivalent
o Advanced working knowledge of Microsoft Office applications
o Self-motivated with ability to work without direct supervision
o Pragmatic approach to day-to-day irritations
Other Details
* Working pattern: Part-time, Flexible
* Pay: Depending on experience
* Contract: Permanent
* Job locations: 16 South Hermitage, Shrewsbury, SY3 7JS
* References: A1518-25-0000
Benefits and Schedule
* Free parking
* On-site parking
* Day shift; Monday to Friday
Disclosures
Disclosure and Barring Service Check: This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975; a DBS disclosure will be required.
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