We are looking torecruit medical secretary to join our very busy, friendly Practice.
The idealcandidate will be well-motivated and efficient, possess good people skills, enjoyworking to tight deadlines in a busy environment and be an enthusiastic teamplayer with excellent communication and organisational skills.
Accuracy and attention to detail are essential.
Main duties of the job
Duties include providinga full, confidential secretarial service to the doctors, processing e-referrals,scanning information into patient medical records, read coding data and avariety of administration jobs that keep the practice running smoothly.
About us
Trinity Surgery is a busy General Practice offering highquality care to all our patients. We have an experienced, committed,professional and friendly team.
Trinity Surgery is a 2 partner training practice in theFenland town of Wisbech. The surgery provides excellent quality health care forits 14,500 patients and is a consistently high QoF achiever.
Trinity Surgery has a skilled, professional and dedicatedteam comprising of 2 GP partners, a salaried GP, 7 Nurse Practitioners, Pharmacists, Emergency CarePractitioner, treatment room nurses plus supporting medical staff providedthrough the PCN including physiotherapists, social prescriber, mental healthpractitioners and paramedics.
Trinity Surgery is the lead practice for Research within theWisbech PCN
We are stronglycommitted to safeguarding and promoting the welfare of children and allpatients.
Job responsibilities
JOB TITLE:MEDICAL SECRETARY
REPORTS TO: PRACTICEMANAGER
HOURS: Approx 20 hours per week - Tuesday, Wednesday, Thursday
Job summary:
Toprovide general secretarial support to the doctors, health professionals and thepractice manager.
Job responsibilities:
* To provideefficient service to patients and Clinicians including referrals, both ERSand e-mailed. The typing of reports including child protection andpost-mortems/coroners, insurance letters, the tracking of referrals anddealing with subsequent queries arising from this. Processing hospitaldischarge reports, clinic letters and e-mails. This list is not exhaustiveand includes following surgery processes and protocols.
* To assist thepractice manager with all clerical and administrative duties.
* To establish andmaintain filing and administrative systems so that written or computerinformation is easily accessible and secure.
* To scan or filepatient records and correspondence in patient medical records and ensuremedical records are updated as appropriate with necessary read coding
* Dealing with allqueries, whether this is in the Practice or hospitals, this will involvemaking telephone calls to be able to solve issues quickly. Leaving therequired information so they can contact us to discuss.
* To maintain thecomputer clinical system in an accurate and secure manner.
* To ensure all thereferral proformas are properly merged and maintained on the clinical system.
* To assist withthe gathering of statistics and information when required.
* To provide coverfor members of the secretarial team during periods of sickness and annualleave.
* To attendprofessional meetings and take minutes as required, circulating minuteswithin an appropriate timeframe. Maintaining confidentiality.
Confidentiality:
* In the course ofseeking 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 theright to expect that staff will respect their privacy and actappropriately
* 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 healthcareworkers. They may also have accessto information relating to the practice as a business organisation.All such information from any source is to be regarded as strictlyconfidential
* Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the practice may only be divulged to authorised persons inaccordance with the practice policies and procedures relating toconfidentiality and the protection of personal and sensitive data
Health & safety:
Thepost-holder will assist in promoting and maintaining their own and othershealth, safety and security as defined in the practice Health & Safetypolicy, the practice Health & Safety manual, and the practice InfectionControl policy and published procedures. This will include:
* Using personalsecurity systems within the workplace according to practice guidelines
* Identifying therisks involved in work activities and undertaking such activities in a waythat manages those risks
* Making effectiveuse 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
* Keeping own workareas and general / patient areas generally clean, assisting in themaintenance of general standards of cleanliness consistent with the scopeof the job holders role
* Undertakingperiodic infection control training (minimum annually)
* Demonstrate dueregard for safeguarding and promoting the welfare of children.
Equalityand diversity:
Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues, to include:
* Acting in a waythat recognizes the importance of peoples rights, interpreting them in away that is consistent with practice procedures and policies, and currentlegislation
* Respecting theprivacy, dignity, needs and beliefs of patients, carers and colleagues
* Behaving in amanner that is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings priorities and rights.
Thepost-holder will participate in any training programme implemented by thepractice as part of this employment, such training to include:
* Participation inan annual individual performance review, including taking responsibilityfor maintaining a record of own personal and/or professional development
* Takingresponsibility for own development, learning and performance anddemonstrating skills and activities to others who are undertaking similarwork
Quality:
Thepost-holder will strive to maintain quality within the practice, and will:
* Alert other teammembers to issues of quality and risk
* Assess ownperformance and take accountability for own actions, either directly orunder supervision
* Contribute tothe effectiveness of the team by reflecting on own and team activities andmaking suggestions on ways to improve and enhance the teams performance
* Work effectivelywith individuals in other agencies to meet patients needs
* Effectivelymanage own time, workload and resources
Communication:
The post-holder should recognize the importance ofeffective communication within the team and will strive to:
* Communicateeffectively with other team members
* Communicateeffectively with patients and carers
* Recognizepeoples needs for alternative methods of communication and respondaccordingly
Contributionto the implementation of services:
Thepost-holder will:
* Apply practicepolicies, standards and guidance
* Discuss withother members of the team how the policies, standards and guidelines willaffect own work
* Participate inaudit where appropriate
Special requirements of the Post
Theability to work under pressure and prioritise workload is necessary.
Attentionto detail is of paramount importance.
Anunderstanding, acceptance and adherence to the need for strict confidentialityis paramount.
Be approachable
Be flexible in the way you work
Pleasenote this list is not exhaustive and may be subject to change.
Person Specification
Experience
* Secretarial experience
* Experience of dealing with members of the public
* Experience of working in a GP practice.
* Experience of working in a secretarial role within a General Practice Office environment.
* Practical experience of liaising with other Healthcare Professionals, Primary Care Trusts, Patients, Solicitors and other External Organisations.
Behaviours
* Planning and organising.
* Performing under pressure.
* Taking the initiative.
* Self-motivated.
* Flexibility.
Knowledge
* Ability to understand and learn new software and administrative procedures.
* Familiar with email and the internet
* IT literate including experience in using Word and Excel
* Excellent communication (oral and written) and interpersonal skills
* Accuracy and attention to detail
* A detailed understanding of a General Practice Office environment.
* Working knowledge of medical terminology.
* An understanding of the Practice clinical system (SystmOne).
Qualities and Attributes
* An understanding, acceptance and adherence to the need for strict confidentiality.
* Ability to work without direct supervision and determine own workload priorities.
* Ability to manage stress and work under pressure.
* Adaptable to change
* Ability to learn new tasks and work to instruction
Skills
* Excellent communication skills (written and oral).
* IT skills including Word, Excel, emails and the internet.
* Time Management and the ability to work to deadlines.
* Interpersonal skills.
* Accuracy and attention to detail.
* Negotiation and conflict management.
Qualifications
* 5 or more GCSEs A-C grade or higher in relevant subjects
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