We currentlyhave an exciting opportunity within the practice for a Medical Secretary. This role will support the smooth running ofour practice by ensuring referrals are handled with care, accuracy andefficiency while liaising with all internal teams and different externalagencies.
Main duties of the job
This role will includechecking and processing incoming letters, checking e-RS (referral) worklist,typing letters and referrals and updating patient records. Dealing withincoming and outgoing telephone calls to facilitate timely and appropriatecommunications with others, taking messages and dealing with queries.
About us
TrowbridgeHealth Centre has approximately 100 staff and is a happy place to work. Thereis a strong team spirit throughout the organisation. We work together to produce the mostefficient processes possible, and every individual is encouraged to be the bestthat they can.
Job responsibilities
Job Summary
Toprovide secretarial and administrative support to the Practice.
Main responsibilities
To provide a high standard of word processing for all clinicians.
To provide accurate typing of letters, referrals and reports forall clinicians.
Administration and monitoring of e-RS, RSS referrals.
Liaising with external agencies such as hospitals and communityservices, ensuring referrals are processed efficiently.
Assist clinicians in the referral of patients to secondary care services.
Supporting all clinical staff with general administrative tasks,where required.
Managing administrative, email and telephone queries, taking andrelaying messages in a polite and helpful manner.
Keep up to date with changes in referral systems and new proformasby reading e-mails and attending training courses.
Ensure urgent referrals are dealt with efficiently and promptlyand contain all relevant information.
Ensure tasks and work-flowed items are acted upon.
Ensure correct proformas are being used by clinicians for referralprocesses.
Attend Practice Learning Events to keep up to date with anychanges to systems and procedures.
To undertake other duties as may be required from time to time.
To work flexibly as part of a team, working extra hours asrequired.
To cover for colleagues due to absence or sickness.
Maintain a clean, tidy, and effective working area at all times.
Any other duties as delegated by the management team.
The above constitutes the main responsibilities of the post andmay be subject to change, to meet the needs of the Practice. Any changes will be discussed prior toimplementation, wherever possible.
Confidentiality
In the course of seeking treatment, patients entrust us with, orallow us to gather, sensitive information in relation to their health and othermatters. They do so in confidence and have the right to expect that staff willrespect their privacy and act appropriately
In the performance of the duties outlined in this JobDescription, the post-holder may have access to confidential informationrelating to patients and their carers, Practice staff and other healthcareworkers. They may also have access to information relating to the Practice as abusiness organisation. All such information from any source is to be regardedas strictly confidential
Information relating to patients, carers, colleagues, otherhealthcare workers or the business of the Practice may only be divulged toauthorised persons in accordance with the Practice policies and proceduresrelating to confidentiality and the protection of personal and sensitive data.
ADisclosure and Barring Service (DBS) check (previously CRB check) will beundertaken as a matter of course.
Equality and Diversity
Thepost-holder willsupport the equality, diversity and rights of patients, carers and colleagues,to
include:
Acting in a way that recognizes the importance of peoples rights,interpreting them in a way that is consistent with Practice procedures andpolicies, and current legislation
Respecting the privacy, dignity, needs and beliefs of patients,carers and colleagues
Behaving in a manner which is welcoming, non-judgmental and respectsthe individuals circumstances, feelings priorities and rights.
Personal/Professional Development
Thepost-holder will participate in any training programme implemented by thePractice as part of
thisemployment, such training to include:
Participation in an annual individual performance review,including taking responsibility for maintaining a record of own personal and/orprofessional development
Taking responsibility for own development, learning andperformance and demonstrating skills and activities to others who areundertaking similar work.
Undertake mandatory and statutory training as required.
Quality:
Thepost-holder will strive to maintain quality within the Practice, and will:
Alert other team members to issues of quality and risk
Assess own performance and take accountability for own actions,either directly or under supervision
Contribute to the effectiveness of the team by reflecting on ownand team activities and making suggestions on ways to improve and enhance theteams performance
Work effectively with individuals in other agencies to meetpatients needs
Effectively manage own time, workload, and resources.
Portray a professional image at all times.
Communication
Thepost-holder should recognize the importance of effective communication withinthe team and
willstrive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Communicate effectively with other service providers
Recognize peoples needs for alternative methods of communicationand respond accordingly.
Contribution to the Implementation of Services
Thepost-holder will:
Apply Practice policies, standards and guidance
Discuss with other members of the team how the policies, standardsand guidelines will affect own work
Participate in audit where appropriate.
Changes to this Job Description
Theduties and responsibilities outlined in this list are neither definitive norrestrictive and
maychange in details from time to time as the post develops to meet the changingneeds of
thesurgery.
Person Specification
* Demonstrates sound judgement to resolve enquiries.
* Able to plan own workload and manage competing priorities.
* Ability to work as part of a team.
* Self-motivated and able to work on own initiative with minimum direct supervision.
* Committed to the principal and application of equal opportunities.
* Positive approach to new ideas
* Flexibility & adaptability
* Commitment to self-development.
* Interested in/aptitude for learning new skills and taking on new challenges.
Qualifications
* GCSE Grade C/4 or above in English
* NVQ level 3 in administration
* RSA 3
* Medical Secretary Qualification
Experience
* At least 12 months Secretarial experience preferably in a medical environment, although training will be provided for the medical aspects.
* Knowledge of medical terminology and medical read coding.
* Excellent user of Microsoft Office and general IT skills.
* Communicating with service users in a tactful and sensitive manner.
* Demonstrate an understanding of customer/patient care/ability to work with sensitive and confidential information.
* Demonstrate key functions of a secretarial role.
* Experience of communicating with patients in a health care environment.
* Experience of the Electronic Referral software
* Knowledge of GDPR and the Access to Medical Records Act.
* Previous experience of working in a pressured environment.
* Previous experience of working within a GP practice.
* Experience of audio typing
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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