Job summary
Interviews for this role will be held MONDAY 13th MAY 2024
To work collaboratively alongside medical colleagues and other administrative members of the team to ensure clinical correspondence typing and dictation, including referral letters, insurance reports, patient registrations and other necessary documentation are produced and distributed within approved timescales whilst supporting the practice management team with the administrative set up and control of the practice including rotas and meeting support. The post holder will deal with a wider Multi-Disciplinary Team across the city and wider NHS to organise and chase appropriate referrals and appointments for patients as instructed by the clinical team. They will carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work. It is essential that the post holder should be organised and proactive in providing the level of service needed by the Practice. Previous experience of using Patent management systems such as SystmOne is preferred. Although experience of working in general practice is preferred, experience as a Medical Secretary or Personal Assistant role in other areas will be considered.
Main duties of the job
PA Support
Rota Support
Appointment Support
Insurance Reports
Insurance Reports Invoices
Patient Record Requests
Patient Services
Safeguarding Letter/Recall Support
Patient Record Requests
Recall Support and Admin
Secretarial
Referrals
Referral Letters
Patient Record Control
Notes Scanning
Notes Filing
Registrations
Patient Deductions
Patient Removals
Documenting Digital Dictations and typing
Following up on queries and responding to tasks from our clinical system
Practice Document Updates
Letterheads
Maintenance of directory of service providers (ie contacts for sending referrals to etc)
PCSE Stock control MatB1, GMS1, prescription forms
About us
We are a dynamic Training practice with over 10,500 patients, boasting an expanding multidisciplinary team, incredibly supportive nursing, management and administrative team and based in recently refurbished premises in Sheffield Centre.
Consistently voted in the top of Sheffield's GP practices for patient care. We continue to develop our ways of work to best suit our patients, staff and the ever-changing needs of the world we live in.
We are an active member of our community and PCN with a strong Training history, Care Home record and are involved in the development of shared clinical roles.
TPP SystmOne clinical system
Introducing AccurRx patient consult
High QOF achievers
Job description
Job responsibilities
Main Purpose of the Job
To work collaboratively alongside medical colleagues and other administrative members of the team to ensure clinical correspondence typing and dictation, including referral letters, insurance reports, patient registrations and other necessary documentation are produced and distributed within approved timescales whilst supporting the practice management team with the administrative set up and control of the practice including rotas and meeting support. The post holder will deal with a wider Multi-Disciplinary Team across the city and wider NHS to organise and chase appropriate referrals and appointments for patients as instructed by the clinical team. They will carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work. It is essential that the post holder should be organised and proactive in providing the level of service needed by the Practice. Previous experience of using Patent management systems such as SystmOne is preferred. Although experience of working in general practice is preferred, experience as a Medical Secretary or Personal Assistant role in other areas will be considered.
Key Responsibilities
The Practice Medical Secretary will be responsible for:
PA Support
Rota Support
Appointment Support
Insurance Reports
Insurance Reports Invoices
Patient Record Requests
Patient Services
Safeguarding Letter/Recall Support
Patient Record Requests
Recall Support and Admin
Secretarial
Referrals
Referral Letters
Patient Record Control
Notes Scanning
Notes Filing
Registrations
Patient Deductions
Patient Removals
Documenting Digital Dictations and typing
Following up on queries and responding to tasks from our clinical system
Practice Document Updates
Letterheads
Maintenance of directory of service providers (ie contacts for sending referrals to etc)
PCSE Stock control MatB1, GMS1, prescription forms
As the role includes dealing with patients on the phone good interpersonal and Communication skills are essential.
Person Specification
Personal Qualities
Essential
1. Excellent communication skills (written and oral, with clear, polite telephone manner)
2. Excellent organisation and people management skills
3. Strong communication skills
4. Strong command of the English language
5. Ability to prioritise and multitask efficiently
6. Excellent time management skills (planning and organising)
7. Ability to work as a team member and autonomously
8. Problem solving and analytical skills
9. Discretion and tact
10. Motivated, forward thinker
11. Problem solver with the ability to process information accurately and effectively, interpreting data as required
12. Ability to work under pressure/in stressful situations
13. Commitment to ongoing professional development
14. Punctual and committed to supporting the team effort
Experience
Essential
15. Experience of using Microsoft Office 365
Desirable
16. Experience of using TPP SytmOne
17. Experience of using NHS Electronic Referral Systems (ERS)
18. Experience of working in a Primary Care environment
19. Experience of working as a Medical Secretary or Personal Assistant
Qualifications
Essential
20. English and Mathematics GCSE Grade c or above
Desirable
21. Medical Administration Diploma Level 2