We are looking for a full- time or part-time Medical Secretary to join our friendly team. We are a busy Practice located in Tipton, West Midlands.
Main duties of the job
The role of the Medical Secretary is to provide secretarial and administrative support to all members of the team, both clinical and non-clinical.
Please see the attached job description for more details.
Main duties of the job
Main duties of the job
You will have contact with patients; therefore, a strong butempathetic approach is essential along with a polite and professional manner.
Teamwork is crucial. You will become part of our Team offeringadmin support both to patients and clinicians, often liaising with secondarycare and other external agencies good communication skills are essential.
You must have the skills to think outside-the-box and to use your owninitiative when required (whilst adhering to practice protocols)
You will assist patients accessing our services by arranging appointmentsand dealing with a varied range of queries.
You will work alongside our clinicians offering admin support withvarious tasks including referrals, prescriptions and arranging follow upappointments.
Previous experience in a similar role will be beneficial along with anunderstanding of confidentiality and its implications.
About us
We are a friendly GP practice who are supported by a hard-working and committed team ofReception/Admin staff, performing their roles to the highest of standardswhilst prioritising patient care and supporting each other.
The successful candidate will receive a training,annual appraisals and regular reviews with scope to further develop yourexisting skills and confidence within your role.
Job responsibilities
Job responsibilities
REPORTS TO: MANAGEMENT
Subject to change depending on practice needs
Job Summary:
Receive, assist and direct patients in accessing the appropriate serviceor healthcare professional in a courteous, efficient and effective way.
Provide general assistance to the practice team and project a positiveand friendly image to patients and other visitors, either in person or via thetelephone
Job Responsibilities:
Administration
* Tohave a thorough knowledge of all Practice procedures.
* Towork in accordance with written protocols
* Emailand photocopy as requested
* Actionsrequested from clinicians
* Assistingin QOF admin/clinics
* Processincoming and outgoing mail
* Filerecords accurately
* Read-codeusing System One
* Record all contact with patients accurately
Reception
* Receivingpatients consulting with members of practice team
* Handingcompleted repeat prescriptions/sick notes/private letters to patient andchecking names and address.
* Maintainingstock of forms and leaflets for patients
* Receivingsamples from patients for nursing team
* Be able to cover all reception positions asnecessary
Appointments
* Processappointment requests for same day access and future appointments frompatients by telephone and in person.
* Dealwith home visits requests
* Understanddifferent appointment types and the roles of each clinician.
* Signpostingpatients to the correct service.
Computer
* Processpatients change of address computer data and medical records (haveknowledge of practice area).
* Registrationsof new patients.
* Processrepeat prescription request in accordance with practice guidelines.
* Monitoringand actioning practice email inbox.
* Scanning documents onto computer system
Telephone
* Haveworking knowledge of telephone system.
* Answeringand making calls to patients and other services.
* Handle queries with assistance of OfficeManager/Supervisor where required
Other Tasks
* Ensurebuilding security have thorough knowledge of doors/windows/alarm.
* Maketea/coffee for doctors
* Assistingin Flu and Covid vaccination programme.
* Anyother tasks allocated by managers
* Complete mandatory training
Confidentiality
* Inthe course of seeking treatment, patients entrust us with, or allow us togather, sensitive information in relation to their health and othermatters. They do so in confidence and have the right to expect that staffwill respect their privacy and act appropriately.
* In theperformance of the duties outlined in this job description, thepost-holder may have access to confidential information relating topatients and their carers, practice staff and other healthcare workers.They may also have access to information relating to the practice as abusiness organisation. All such information from any source is to beregarded as strictly confidential.
* Information relating to patients, carers,colleagues, other healthcare workers or the business of the practice mayonly be divulged to authorised persons in accordance with the practicepolicies and procedures relating to confidentiality and the protection ofpersonal and sensitive data.
Health & Safety
The post-holder will assist in promoting and maintaining their own andothers health, safety and security as defined in the practice Health &Safety Policy, and the practice Infection Control policy and publishedprocedures. This will include:
* Usingpersonal security systems within the workplace according to practiceguidelines
* Identifyingthe risks involved in work activities and undertaking such activities in away that manages those risks.
* Makingeffective use of training to update knowledge and skills.
* Usingappropriate infection control procedures, maintaining work areas in a tidyand safe way and free from hazards.
* Activelyreporting of health and safety hazards and infection hazards immediatelywhen recognised.
* Keepingown work areas and general / patient areas clean, assisting in themaintenance of general standards of cleanliness consistent with the scopeof the job holders role.
* Demonstrate due regard for safeguarding andpromoting the welfare of children.
Equality and Diversity
The post-holder will support the equality, diversity and rights ofpatients, carers and colleagues, to include:
* Actingin a way that recognises the importance of peoples rights, interpretingthem in a way that is consistent with practice procedures and policies,and current legislation.
* Respectingthe privacy, dignity, needs and beliefs of patients, carers andcolleagues.
* Behaving in a manner which is welcoming to andof the individual, is non-judgmental and respects their circumstances,feelings priorities and rights.
Personal/Professional Development
The post-holder will participate in any training programme implementedby the practice as part of this employment, such training to include:
* Participationin an annual individual performance review, including takingresponsibility for maintaining a record of own personal and/orprofessional development.
* Taking responsibility for own development,learning and performance and demonstrating skills and activities to otherswho are undertaking similar work
Quality
The post-holder will strive to maintain quality within the practice, andwill:
* Alertother team members to issues of quality and risk.
* Assessown performance and take accountability for own actions, either directlyor under supervision
* Contributeto the effectiveness of the team by reflecting on own and team activitiesand making suggestions on ways to improve and enhance the teamsperformance.
* Workeffectively with individuals in other agencies to meet patients' needs
* Effectively manage own time, workload andresources.
Communication
The post-holder should recognise the importance of effectivecommunication within the team and will strive to:
* Communicateeffectively with other team members.
* Communicateeffectively with patients and carers.
* Recognise peoples needs for alternativemethods of communication and respond accordingly.
Contribution to the Implementation of Services
The post-holder will:
* Applypractice policies, standards and guidance.
* Discusswith other members of the team how the policies, standards and guidelineswill affect own work.
* Participate in audit where appropriate.
* Duties are subject to change dependent on business needs
Person Specification
Qualifications
* An understanding, acceptance and adherence to the need for strict confidentiality
* Good communication skills written and oral
* Clear, polite telephone manner
* Motivation to complete tasks
* Effective time management Planning & Organising
* Ability to follow policy and procedure
* Ability to work without direct supervision and determine own workload priorities
* Ability to work as part of an integrated multi-skilled team
* Able to work in a changing environment
* Able to use own initiative
* Ability to work under pressure
* Experience of SystmOne and Docman systems Awareness of medical terminology
* Experience of working in a health care setting
* Experience of processing repeat prescriptions
* Experience of using SystmOne
* Flexibility to work outside of core office hours
* Experience of working with the general public and good customer service skills
Experience
* ----
* Experience of working in GP Practice as secretary
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