Are you highly organised, accurate andconfident using IT systems, with an interest in supporting patient care behindthe scenes?
We are looking for a reliable anddetail-focused Medical Secretary to join our friendly and supportive practiceteam at The Valleys Medical Partnership. Based primarily at Gosforth ValleyMedical Practice, you will play a key role in supporting our clinicians byprocessing referrals and clinical correspondence, maintaining high-qualitypatient records and liaising with external healthcare providers.
This is an important role for someone who takes pride in accuracy,confidentiality and organisation, and who enjoys working as part of aclose-knit team.
We are seeking someone who can demonstrate:
* Strong organisational skills and excellent attentionto detail
* Confident IT and keyboard skills, with experienceusing word processing systems
* Clear and professional written and verbalcommunication skills
* The ability to manage workload effectively and meetdeadlines
* A professional, calm and discreet approach whenhandling confidential information
* A positive andcollaborative approach to team working
Experience in ahealthcare or secretarial setting would be beneficial but is not essential. Wewelcome applications from candidates who have the right skills, attitude andwillingness to learn.
Main duties of the job
As Medical Secretary,you will be responsible for:
* Processing patient referrals using agreed pathways,including the Electronic Referral Service (ERS)
* Audio typing and word processing of clinicalcorrespondence, referrals and reports
* Accurately processing incoming clinicalcorrespondence and updating patient records on the clinical system
* Coding and filing information in line with practiceprotocols
* Liaising with hospitals, community services andother external organisations
* Managing tasks allocated to the secretarial teamwithin agreed timescales
* Monitoring shared inboxes and handling queriesappropriately
* Supporting colleagueswithin the secretarial team, including providing cover during leave
About us
The Valleys Medical Partnership is a successfulPartnership with six GP Partners and one Pharmacist Partner. We have a practice population ofapproximately 12,400 and are based across two sites: Moss Valley MedicalPractice in Eckington, and Gosforth Valley Medical Practice at Dronfield.
Were a patient-focused,CQC-rated Good practice with a strong track record of high QOF achievement.As a proud training practice and Level 3 Research Practice, were committed toinnovation and welcome fresh ideas that enhance the care of our patients.
We are collaborativeand take every opportunity to celebrate success, including through our monthlypractice meetings with team lunch, and bi-annual paid-for team socialevents. We are welcoming, supportive andstrive to put our team's wellbeing at the heart of all we do.
Job responsibilities
Job Summary
The Medical Secretary provides efficient,accurate and timely secretarial and administrative support to the clinicalteam. The role focuses on processing patient referrals and correspondence,maintaining high-quality clinical records, and liaising effectively withexternal healthcare providers to support safe and effective patient care.
Key Responsibilities
Referrals and Clinical Correspondence
* Processpatient referrals using agreed local pathways, including the ElectronicReferral Service (ERS).
* Audio-typereferrals, letters and reports using digital dictation software.
* Liaisewith hospitals, community services and other external agencies to ensurereferrals are completed accurately and promptly.
* Follow up queriesrelated to referrals and correspondence where required.
Clinical Systems and Patient Records
* Accurately process incoming clinical correspondencevia workflow in SystmOne (and/or other clinical management systems).
* Code and update patient records in line withpractice protocols.
* Process results and related tasks in accordance withlocal policies and procedures.
* Manage tasks allocated to the secretarial team within agreed timescales.
Administrative Support
* Provide a high-quality word processing service forGPs and the wider practice team, including letters, reports and otherdocumentation.
* Monitor and respond to the generic email inbox,actioning or signposting queries appropriately.
* Process and distribute incoming post and patient information.
Team Working
* Providecover within the secretarial team during periods of annual leave or sickness.
* Workcollaboratively with colleagues to manage workload effectively.
* Escalatecapacity or workflow concerns to the Office Manager or Practice BusinessManager as appropriate.
* Contribute to the review and improvement of secretarial workflows and processes.
Confidentiality and Information Governance
* The post-holder will have access toconfidential patient and practice information and must handle all data inaccordance with practice policies, GDPR and relevant legislation.
Health, Safety and Safeguarding
* Work in accordance with practice health and safetyand infection control policies.
* Maintain a safe and tidy working environment.
* Undertake mandatory training, including safeguardingand infection control.
* Demonstrate due regard for safeguarding and promoting the welfare ofchildren and vulnerable adults.
Equality, Diversity and Professional Behaviours
* All duties should be undertaken in the spirit of thepractices mission statement, with behaviours and standards of work aligned tothe practices core values.
* Treat patients, carers and colleagues with dignity,respect and fairness.
* Act in a non-judgemental, welcoming and professionalmanner.
* Support equality, diversity and inclusion in line with practice valuesand policies.
The postholder is accountable for the following:
* Maintaining a high standard of accuracy,confidentiality and timeliness in all work.
* Managing their own workload effectively and meetingagreed deadlines.
* Following practice policies, protocols andinformation governance requirements.
* Contributing positively to team performance andservice delivery.
* Participating in annual appraisal and demonstrating ongoing professionaldevelopment.
Person Specification
Experience
* Experience of providing secretarial or administrative support in a busy office environment.
* Experience of working with Microsoft Office, email and internet-based systems.
* Experience of handling confidential information appropriately.
* Experience of working to deadlines and managing competing priorities.
* Experience of working in a healthcare or GP practice setting.
* Experience of working as a Medical Secretary.
* Experience of using a clinical system, particularly SystmOne.
* Experience of processing referrals and clinical correspondence.
Other
* Ability to travel between practice sites when required.
Personal Attributes
* Reliable, professional and well-organised.
* Flexible and willing to support colleagues during periods of leave or sickness.
* Demonstrates behaviours aligned with the practices mission statement and core values.
Knowledge
* Working knowledge of medical terminology or willingness to learn.
* Understanding of the importance of accurate clinical records.
Qualifications
* Good general standard of education, including GCSE (or equivalent) English and Maths.
* Evidence of further training and/or qualifications which support (directly or indirectly) the requirements of the post.
Skills and Abilities
* Accurate and efficient keyboard and word-processing skills.
* Clear and professional written and verbal communication skills.
* Strong organisational and time-management skills.
* Ability to prioritise workload and work calmly under pressure.
* High level of attention to detail and accuracy.
* Ability to work both independently and as part of a team.
* Ability to maintain confidentiality and comply with information governance requirements.
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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