Medical Secretary/Administrator

2 weeks ago

Birmingham, Birmingham, United Kingdom Pearl Medical Centre Full time

Job summary

A new opportunity has arisen to join our proactive forward thinking practice based in the centre of Birmingham. We are looking for a Medical Secretary to join our friendly and supportive team at Pearl Medical Centre.

Main duties of the job

Job Summary:

Your role is to be responsible for the provision ofan efficient, comprehensive secretarial and administrative support service tothe Practice. You'll undertake these duties without direct supervision, workingwithin broad procedural guidelines. You will enable the Surgery to meet itsagreed aims and objectives within a profitable, efficient, safe and effectiveworking environment.

About us

Practice with list size of circa 10,000

EMIS Web and Docman practice

Paper light

High QOF Achievement

Clinical team includes GP's and Prescribing Practice Pharmacists

Dynamic Nursing and Admin team

Job description

Job responsibilities

Key Responsibilities:

Typing of letters and referrals dictated by the GPs

Maintain the scanning protocol to ensure that all staff are up to date with any changes

Quality control of data inputting

Answering the telephone to patients, relatives and other healthcare providers.

Making referrals using the NHS e-referral system

Enduring register for referral is kept using clinical coding

Dealing with correspondence (both letters and emails)

Expediting hospital appointments and chasing results

Transfer of medical records, ensuring all deductions are processed weekly

New notes to be summarised within two weeks of arrival

Responsible for workflow and task management, ensuring all are dealt with properly

Actioning tasks sent by the doctors and clinical staff

To support service delivery and patient care within the team you lead in line with organisational, local and national guidelines.

To work closely with other Team members to facilitate a collaborative, transparent, and knowledge-sharing environment.

Skills:

Good organisational skills

Reliable and hardworking

High attention to detail

Interpersonal abilities

Tactful

Having IT skills

Being discreet with confidential information

Good written and spoken communication

Being able to work with a team

Must be adept at answering questions and dealing calmly with patient queries

Preferred skills:

Knowledge of EMIS web (our clinical IT system)

Knowledge of the NHS e-referral system

Knowledge of medical terminology

Knowledge of Docman workflow management system

Experience in using clinical read-codes.

Experience of working in a GP surgery

Confidentiality:

In the course of seeking 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 the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:

Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way free from hazards Actively reporting health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified

Equality and diversity:

The post-holder will support 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 and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of 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 implemented by the practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-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 own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members Communicate effectively with patients and carers Recognise peoples needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services:

The post-holder will:

Apply practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate Person Specification

Experience

Essential

Experience of working in a GP surgery

Desirable

Knowledge of EMIS web (our clinical IT system) Knowledge of the NHS e-referral system Knowledge of medical terminology Knowledge of Docman workflow management system Experience in using clinical read-codes

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