Marsden Medical Group has a fantastic opportunity for a Referral Clerk to join our team for 30 hours per week.
This is an essential front-line role at the practice, providing an efficient, comprehensive secretarial and administrative support service to the wider practice team.
Supporting our doctors and other teams, speaking to patients on the telephone and face to face, dealing with queries, typing letters, amongst many other essential tasks. This is varied, interesting and highly valued role.
You should also possess strong organisational skills, good time management, and excellent verbal and written communication.
Main duties of the job
You will be part of a team that provides a secretarial and administrative service to the wider team which will involve, but not exclusively be limited to;
Typing letters
Answering patient queries by phone, email or face to face.
Cancelling and reinstating appointments as necessary
Booking appointments for patients and coordinating services
Attending and minuting meetings
Reports
We reserve the right to close this advert early due to the volume of applicants. Please apply as soon as possible to avoid disappointment.
If you have no heard from us 10 working days following the closing date you will not have been selcted for interview.
About us
Our team comprises of Partners, salaried GPs, Nurses, HCAs, SNA's, NA's, Registrar's, F2 Gp and ARRS attached staff who look after over 24000 patients, many of which have been with us across generations over two sites.
A teaching, training and research practice striving to grow and develop the next generation of clinicians.
All of our clinical staff are supported by a well-established management and admin team comprising of over 40 staff of differing roles. All the team get together in our staff room for coffee, food and a catch up every day, it offers a supportive environment to bounce ideas around and get to know one another!
If you bake cake its a winner - we all love cake!
Job responsibilities
MARSDEN MEDICALGROUP
JOBDESCRIPTION REFERRAL CLERK
AFC Band 2
Purpose of the Post
To provide a comprehensive secretarial serviceto all GP's in the practice ensuring that the secretarial function is organisedand performed to the high standards of accuracy and efficiency to the bestinterest of the Partners. Supporting the Group Practice Manager and ManagementTeam in the many tasks/functions that enable the practice to develop andmaintain standards. Plan and prioritise tasks working effectively to achieveand maintain a high standard of patient care.
The Post holder will show respect and regard toconfidentiality of patient information at all times.
In addition to this, it is essential that:
Enquiriesfrom patients are efficiently and courteously handled.
Distribution of documents is undertakenefficiently and promptl
Dimensions
Marsden Medical Group operates from two purpose-builtbuildings Marsden Road Health Centre and Wawn Street Surgery serving 22785patients. There are currently 8Partners, 11 Salaried GPs We are a training practice with Doctors in Trainingand Medical Students, 15 nurses, with an admin support staff of 28
Typingof highly confidential and sensitive material as instructed by the Partners.
Typingand processing a wide range of letters requested by GPs and staff includinghospital referrals, via choose and book, and reports to outside agencies.
Tomaintain appropriate files and records.
Toact as Liaison person between patients, partners and hospitals in the earlyresolution of problems/queries which might arise in connection with thearrangement of hospital appointments,referrals,results,reports
Informationgiven to patients regarding consultations at private hospitals.
Dealingwith patient tasks from GP's and staff.
Urgentresults given to GPs' via tasks and appointment screen.
OrganisingTOP appointment. informing patient, typing and faxing letter and form A toconsultant.
Recordingrequests for insurance/medical report in patients record and complete usingtemplate.
Completing,photocopying and posting insurance/DWP forms.
Openingpost, stamping and distributing to appropriate staff.
Tobe competent in the use of all office equipment including the Winscribetranscription system.
Maintenanceof stock.
KnowledgeSkills, Training and Experience
TypingQualifications at least RSA 2
MedicalTerminology
Pleasant,helpful and effective telephone manner
Knowledge of EMISclinical system
Knowledge of WordProcessing and Spread Sheets
Experience in theuse of and structure of SNOMED codes
Resolvingissues relating to hospital appointments
Exercisejudgment when dealing with patient enquiries
Analyseand resolve patient problems
Planningand Organisational
Planning and prioritising ownworkload.
Communicationand Relationship Skills
Youwill be expected to provide and receive routine information which may require acertain amount of tact or persuasive skills. For example, chasing up hospitalappointments and given out appropriate information to patients regarding these.You will come into contact with many patients with problems ie elderly, hard ofhearing, mentally ill and you will be expected to deal with each patient withsensitivity, tact and understanding.
WORKINGRELATIONSHIPS
GroupPractice Manager
ManagementTeam and Senior Support
Othermembers of reception,admin,secretarial team
Membersof Practice,Community nursing team
Othermembers of the Primary Health Care Team
Otheragencies, hospital staff, CPNS, laboratory staff, ICB staff, as necessary
KeyResult Areas
Youwill be expected to provide general nonclinical advice, information, guidancedirectly to patients, relatives or carers working within practice policy andprocedures. This will be done either face to face or telephone.
Providenonclinical advice to patients
Takingand relaying messages
Adviceto patients regarding hospital appointments
Policyand Service Development
There are policies and procedures covering allaspects of your job, you are expected to follow these effectively andefficiently taking on board any changes as they are reviewed by your Group PracticeManager and or Management Team.
Follow policies in own role
Follow Health and Safety Policies
Policies regarding referrals ie Fast track referrals/ choose andbook
Financial andPhysical Resources:
Responsible for safe use of equipment
Entering data through the clinical system
Ensuring there is adequate stationery stock
Demonstrate ownactivities to new or less experienced employees
Demonstrateactivities to new starters
Responsible for transcribing referrals and forms
Use of email and internet
This post is guided by standard operatingprocedures with someone generally available for reference. However, it isanticipated that the work will be managed rather than supervised and use of ownjudgement is essential when maintaining the role.
Physical
A combination ofsitting, walking and frequent requirement for sitting in a restricted positionfor long periods of time. This post entails a lotof computer work it is essential therefore that you possess good keyboardskills.
Mental
Frequentamounts of concentration is required where the work pattern is predictable.Concentration is required when typing referrals from transcribers a certainamount of concentration will be required when dealing with patient queries tounderstand what the problem or query is and how this can be resolved. There may befrequent interruptions.
Emotional
Occasionalexposure to distressing or emotional circumstances when typing referrals of adistressing nature or typing a complicated medical document.
WorkingConditions
Goodworking conditions, there is a staff room and kitchen where staff have theirbreaks. Workstations are adequate andclean. However, there may be occasional exposure to unpleasant conditions
The above job description is not exhaustive andis subject to variation in the light of subsequent experience and change incircumstances,
Person Specification
Qualifications
* Grade c or above equivalent in English
Experience
* worked in office environment/administration which had a main focus on typing.
* Worked in NHS non clinical role (office based)
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.
£24,465 a yearPro rata to WTE (37.5hrs per week) Agenda for Change band 2
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