We are seeking an experienced medical secretary with excellent computer, interpersonal, customer service and organisational skills to join our team. Good telephone communication manner essential. The right candidate will have a methodical approach to fluctuating workloads, the ability to work under pressure, and as part of a team, with a consistent positive and can do attitude.
Previous experience in a GP healthcare setting is essential. SystmOne clinical system experience is desirable, but training will be provided
THIS ROLE IS BASED ON SITE AND IS FOR 3 DAYS PER WEEK - Monday, Tuesday and Wednesday
Advantages Include:
* 6 weeks annual leave plus bank holidays (pro rata)
* Electric car and bike salary sacrifice schemes
* Free staff Summer and Winter parties
* Organisational sick pay dependent on length of service
* Additional annual leave dependent on length of service
Main duties of the job
To provide general secretarial support to the doctors and health care professionals involving word processing and audio typing skills alongside general clerical work.
We are looking to recruit for this role as quickly as possible and will review applications regularly, so the job may close early if a successful candidate is found.
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES
Referrals
* Generating NHS and private referrals and associated admin. This will be from both dictation and written requests from clinicians.
* Send all referrals via Referral Management Service RMS or as appropriate.
* Monitor referrals, coordinating rejected referrals and maintaining data on referrals sent.
* Maintain up to date data on referrals sent, logging, coding referrals as appropriate.
* Amend patient address details when necessary.
* Contact patients regarding any missing information, arranging practice appointments when necessary.
* Provide support for practice delivered services, typing and sending onward referrals including IPT Inter-Provider Transfers
* To provide an efficient typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, minutes, etc. in an accurate, timely and quality manner.
* Assess the urgency of outgoing correspondence consulting where appropriate, and act accordingly.
* Co-ordinate and dispatch outgoing correspondence, internal mail, external mail, and emails
* To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
* To co-ordinate regular practice based multi-disciplinary meetings, attend and take minutes of meetings.
* To complete tasks from GPs and other clinical staff, such as chasing hospital appointments, letters etc.
Non-NHS Business
* Responsible for all requests to non-NHS medical reports from GPs.
* Photocopy medical records and reports to satisfy reasonable requests from external organisations.
* To obtain medical records and assist the completion of medical/insurance records.
* Arrange appointments for patients to view notes and medical reports prior to dispatch.
* Liaise with the external compliers of private medical attendance reports.
* Liaise with patients and external organisations as necessary.
* Act as the first point of contact for GP and hospital queries.
* Undertake other administrative tasks as required.
* To liaise and arrange meetings, to include booking of rooms, as required.
* Minute meetings as requested.
* To provide cover for other members of the secretarial team during periods of sickness and annual leave, this may require cross-cover working at another site.
* In liaison with the clerk responsible, maintain adequate supplies of office stationery in order to perform your secretarial duties.
* To assist in the training of any secretarial staff.
Clinical Governance
* To ensure the Practices ongoing compliance with the CQCs Care Quality Commission essential standards of quality and safety.
* Contribute to the development and maintenance of sound clinical governance and risk management.
* Support the development/implementation on any new ways of working policies that need to be introduced across the SAH.
* Support SAHC in operating a quality assurance but no blame culture that adheres to best practice around incident reporting and whistle blowing.
Engagement with Patients, Internal and External Stakeholders
* Initiate, develop and maintain excellent third party relationships e.g. with CCGs, NHSE Area Teams, sub-contractor providers, patient groups, local community health teams and other stakeholders to grow, maintain and support service and performance delivery.
* To ensure patient surveys are undertaken, analysed and action plans are developed and acted upon
Confidentiality
* In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
* In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
* Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Person Specification
SKILLS
* Ability to work as part of a team
* Self-motivated with the ability to use your own initiative
* Ability to manage change
* Communication and organisational skills with the ability to prioritise
* Proven interpersonal and communications skills
* Commitment to self-development
* Flexible in approach to work
* Interested in/aptitude for learning new skills/taking on new challenges.
Experience
* Previous experience of working within a GP Practice
* Understanding of Choose & Book referrals processes
* Understanding of locally commissioned services
* Demonstrate understanding of key functions of a secretarial role
* Experience of working in a busy environment. Knowledge of medical terminology and medical read coding.
* Excellent user of Microsoft Office and general IT skills.
* Demonstrate an understanding of customer/patient care/ability to work with sensitive and confidential information.
* Experience of setting up spreadsheets/databases.
* Secretarial experience preferably in medical environment
* Knowledge of General Data Protection Regulation (GDPR) and the Access to Medical Records Act
* Previous experience of working in a pressured environment
Qualifications
* European Computer Driving Licence ECDL
* NVQ level 3 in administration or RSA level III.
* Proficient and accurate audio typing skills or equivalent experience
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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