Main duties of the job
* Produce letters, reports and related documentation within required referral timescales.
* Liaise with external agencies (e.g. hospitals and community services) to ensure efficient processing of referrals.
* Manage and respond to all enquiries, including administrative queries and incoming calls, ensuring appropriate action or redirection.
* Maintain and update an accurate referrals database.
* Process incoming emails promptly and appropriately.
* Prepare and issue calling letters as requested.
* Scan, attach and correctly file documents into patients' electronic healthcare records.
* Accurately input and code clinical data using SNOMED CT within the clinical system.
* Process referrals via the Electronic Referral System (ERS).
* Handle requests for information, including Subject Access Requests (SARs), insurance and solicitor correspondence, and DVLA forms.
* Support clinical staff with a wide range of administrative duties as required.
* Carry out clinical system searches when needed.
* Answer and manage telephone calls, transferring or resolving queries appropriately.
* Work as an integral member of the general practice team.
* Ensure compliance with current legislation and adhere to safeguarding policies for adults and children.
* Complete all mandatory training and induction requirements.
* Participate in clinical governance activities and contribute to quality improvement.
* Attend formal appraisal/performance reviews at least annually.
About us
We are a small and friendly GP practice located in Long Eaton, with excellent access to Nottingham or Derby or further afield, the M1 junction 25 being less than 2 miles away. The practice serves a patient list of 5 800 and is fully computerised using TPP SystmOne, moving towards a paper‑light environment. Our team includes nurses, a health‑care assistant and a supportive administration team.
Job responsibilities
* Type letters, reports and associated documentation as required and within specified timescales.
* Liaise with external agencies such as hospitals and community services to ensure referrals are processed efficiently.
* Manage all enquiries in an effective manner.
* Maintain an accurate referrals database.
* Action all incoming email within a timely manner.
* Process calling letters as requested.
* Scan documentation and attach scanned documents to patients' healthcare records.
* Accurately input and code SNOMED CT data on the clinical IT system.
* Process referrals using the electronic referral system (ERS).
* Process requests for information, e.g. SAR, insurance/solicitor letters and DVLA forms.
* Answer incoming phone calls, transferring calls or dealing with callers' requests appropriately.
* Conduct clinical system searches as requested.
* Support all clinical staff with general administrative tasks as requested.
* Maintain a clean, tidy, effective working area at all times.
* Be an integral part of the general practice team.
* Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on safeguarding adults and safeguarding children.
* Undertake all mandatory training and induction programmes.
* Contribute to and embrace the spectrum of clinical governance.
* Attend a formal appraisal with the manager at least every 12 months; progress will be reviewed regularly to agree new objectives.
Qualifications
* A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English.
* Typing qualification, e.g. OCR or RSA Diploma.
* NVQ Level 2 in Health and Social Care.
* Level 3 in Medical Terminology.
Experience
* Experience of working with the general public.
* Experience of administrative duties.
* Experience of working in a healthcare setting as a medical secretary.
Knowledge & Skills
* Excellent communication skills and effective in communicating and understanding patient needs.
* Competent in the use of MS Office and Outlook.
* Problem solver with the ability to process information accurately and effectively, interpreting data as required.
* Ability to use personal initiative, discretion, and sensitivity.
* Understanding of clinical coding.
* Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity.
* Ability to work as a team member and autonomously.
* Sensitive and empathetic in distressing situations.
* Good organisational skills.
* Clinical IT system user skills and the ability to record accurate notes.
* Ability to effectively utilise resources.
* Punctual and committed to supporting the team effort.
* High levels of integrity and loyalty.
* Clear, polite telephone manner.
* Flexible and cooperative.
* Motivated.
* Understanding of safeguarding adults and children.
* Chaperone procedure.
* Demonstrate personal accountability, emotional resilience and ability to work well under pressure.
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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