To provide a point of contact forpatients.To actas a focal point of communication between patients, doctors and the PrimaryCare Team.
Main duties of the job
SECRETARIAL DUTIES
1.Provide Secretarial support to the doctors within the Practice
2.Type referral via audio equipment and pass to the doctors for signing, ensuring urgent requests are dealt with on the same day.
3.Send referral letters through the Choose and Book system, E Referral
4.Complete referral forms as per instructions from the doctor
5.Photocopying as required
6.Keep workstation tidy at all times
7.Any other delegated duties considered appropriate to the post.
About us
Norwood Surgery is a GP Practice located in Southport,looking after approximately 9,000 patients.
We are a large practice with five GP Partners, as well assalaried GPs, sessional GPs, and GP Registrars working at the practice. Inaddition to the doctors, we have two Advanced Nurse Practitioners, who can helpwith minor ailments and prescribe and refer as appropriate.
Nursing team
We also have a nursing team which is made up of threepractice nurses. They are here to deal with a whole range of appointmentsincluding annual reviews of long-term health conditions, diagnostic procedures,and contraceptive care.
General Medical Services (GMS) contract
The practice team deliver a full range of clinical servicesunder our General Medical Services (GMS) contract with NHS England.
Training practice status
We have been an accredited GP training practice for manyyears and our GP Trainers are Dr Stephen Fu, Dr A Al-Dahiri and Dr AZubairu.
Job responsibilities
SECRETARIAL DUTIES
1. Provide Secretarial support to the doctors within the Practice
2. Type referral via audio equipment and pass to the doctors for signing, ensuring urgent requests are dealt with on the same day.
3. Send referral letters through the Choose and Book system, E Referral
4. Complete referral forms as per instructions from the doctor
5. Photocopying as required
6. Keep workstation tidy at all times
7. Any other delegated duties considered appropriate to the post.
RECEPTION DUTIES
1. Understand and maintain confidentiality at all times
2. Answer the telephone as priority and deal with appropriately.
3. Make appointments with GPs Nurses asking appropriate questions to ensure appropriate appointment length and time is offered.
4. Receive incoming calls, deal with patients general queries at reception desk, record messages for GPs and Nurses
5. Open premises and restore telephone lines/close surgery and set alarm in the evening
6. Prepare repeat prescriptions using the computer.
7. Pass on unresolved queries to a colleague when leaving at lunchtime or evening
8. Ensure Paers (Check-In system) is set up for the surgery
9. Ensure that the surgery is prepared as per room rota for the use of doctors, practice nurses and other visiting professionals.
10. Have knowledge of all office procedures and fulfil any of these duties when required
11. Deal with requests for registration, explain registration protocol and make appointment for new patient check.
12. Deal with Temporary Registration
13. Follow up queries from patients regarding result of diagnostic tests, x-rays and smear tests.
14. Book emergency ambulance at GP request.
15. Collect non NHS fees, record and produce receipt for patient/carer.
16. Follow protocol for preparation of acute and repeat prescriptions
17. Deal with outgoing mail.
18. Lock and unlock premises and set (un-set) alarm system
19. Awareness of Health and Safety of self and others
Confidentiality
1.In the course of seeking treatment, patientsentrust us with, or allow us to gather, sensitive information in relationto their health and other matters.They do so in confidence and have the right to expect that staffwill respect their privacy and act appropriately
2.In the performance of the duties outlined inthis Job Description, the post-holder may have access to confidentialinformation relating to patients and their carers, practice staff andother healthcare workers. They mayalso have access to information relating to the practice as a businessorganisation. All such informationfrom any source is to be regarded as strictly confidential, whilst in postand following cessation of post.
3.Information relating to patients, carers, colleagues,other healthcare workers or the business of the practice may only bedivulged to authorised persons in accordance with the practice policiesand procedures relating to confidentiality and the protection of personaland sensitive data.
Health & Safety
1.Thepost-holder will assist in promoting and maintaining their own and othershealth, safety and security as defined in the practice Health & SafetyPolicy
2.Using personal security systems within theworkplace according to practice guidelines
3.Identifying the risks involved in workactivities and undertaking such activities in a way that manages thoserisks
4.Making effective use of training to updateknowledge and skills
5.Using appropriate infection controlprocedures, maintaining work areas in a tidy and safe way and free fromhazards
7.To ensure that safe systems of work arepracticed and that the agreed health and safety policies are carriedout.
8.To be aware of the responsibility of everyemployee to have regard for safety for him or herself and others at workin the health and safety at work act
9.To be conversant to with the practice fireregulations
Equality and Diversity
1.Acting in a way that recognises the importance of peoples rights,interpreting them in a way that is consistent with practice procedures andpolicies, and current legislation
2.Respecting the privacy, dignity, needs and beliefs of patients,carers and colleagues
3.Behaving in a manner which is welcoming to and of the individual,is non-judgmental and respects their circumstances, feelings prioritiesand rights.
Personal/Professional Development
1.Participation in an annual individual performancereview, including taking responsibility for maintaining a record of ownpersonal and/or professional development
2.Taking responsibility for own development, learningand performance and demonstrating skills and activities to others who areundertaking similar work.
3.Training requirements will be monitored by yearlyappraisal. Personal development will be encouraged and supported by thePractice. It is the individuals responsibility to remain up to date withrecent developments within the practice and the NHS.
4.Participate in the education and training ofstudents of all disciplines and the induction of all members of the practicestaff where appropriate
5.It will be necessary to attend various Practicemeetings as requested. The only reason for not attending will be annual or sickleave
Quality
1.Alert other team members to issues of quality and risk
2.Assess own performance and take accountability for own actions,either directly or under supervision
3.Contribute to the effectiveness of the team by reflecting on ownand team activities and making suggestions on ways to improve and enhancethe teams performance
4.Work effectively with individuals in other agencies to meetpatients needs
5.Effectively manage own time, workload and resources.
Communication
1.Communicate effectively with other team members
2.Communicate effectively with patients and carers
3.Recognise peoples needs for alternative methods of communicationand respond accordingly.
Contribution to the Implementation of Services
1.Apply practice policies, standards and guidance
2.Discuss with other members of the team how the policies, standardsand guidelines will affect own work
3.Participate in audit where appropriate.
Person Specification
Qualifications
* Qualifications - GCSEs (or equivalent) including English and Maths at Grade C/4 or above - NVQ Level 3 in Business Administration or equivalent qualification/experience
* Experience - Previous experience as a secretary, ideally in a medical or healthcare setting - Experience in dealing with sensitive/confidential information - Experience using medical terminology
* Knowledge - Familiarity with patient record systems (e.g., EMIS, SystmOne, Epic) - Understanding of NHS or private healthcare administrative procedures
* Skills and Abilities - Excellent typing and word processing skills - Proficient in Microsoft Office (Word, Outlook, Excel) - Excellent communication skills (written and verbal) - Ability to prioritise tasks and manage time effectively - High level of accuracy and attention to detail
* Personal Qualities - Professional and polite manner - Discreet and able to maintain confidentiality - Flexible, reliable, and a team player - Calm under pressure and able to work in a busy environment
* Qualifications - AMSPAR Medical Terminology qualification or similar
* Experience - Experience working with consultants or senior clinicians - Experience handling referrals and waiting lists
* Knowledge - Awareness of GDPR and data protection in healthcare settings
* Category Requirements
* Skills and Abilities - Ability to transcribe from audio/digital dictation
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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