Medical Secretary

Job summary

An exciting opportunity has arisen for a Medical Secretary to join the team at St James Surgery, part of Invicta Health CIC.

Interviews will be held on 14th and 15th August.

Purpose

As a Medical Secretary, you will provide an important role in supporting the practice team with the day to day running of the practice by undertaking a variety of administrative and secretarial services for the Practice Manager, GPs and Healthcare Professionals.

Job responsibilities
Clinical Administration

• Accurately code information, following coding protocol and using industry recognised codes.
• Examine records and documentation for missing information and coding errors, using medical knowledge to correct mistakes found in a timely manner.
• Identify and highlight any read coding problems to the GP and/or Practice Manager.
• Support the clinical team to ensure all targets are met and data is processed safely and accurately.
• Use the Ereferral system (ERS) to action, monitor and track appointments, bookings, and admissions of patients to hospital and send out relevant documentation to the patient.
• Work to successfully action ERS tasks relating to any changes made to referrals and effectively manage rejected referrals.
• Monitor DOCMAN workflow and complete all secretarial tasks that originate from DOCMAN and EMIS.
• Troubleshoot any DOCMAN issues and add/remove users where necessary.
• Maintain an accurate and up to date library of template forms on DOCMAN and EMIS and ensure all clinical staff have access.
• Raise invoices to patients for GP letters, reports, Insurance companies and any other service as necessary. Handle cheques and cash received from patients, liaising with finance as appropriate.
• Undertake DOCMAN training for new starters, setting up templates and new users. Support with DOCMAN IT issues/queries across the practice.

Information Governance

• Summarise notes If required for SAR and undertake redaction as necessary.

- liaise with solicitors, police, and data protection companies where necessary.

• Seek advice and guidance from the Corporate Affairs Manager, SIRO and the ICB as appropriate.
• Follow IG policies and procedures and provide input into organisational improvements in IG processes.
• To establish and maintain filing and administrative systems so that written, or computer information is easily accessible and secure.

General Administration

• Photocopying, scanning, filing and proof reading in a timely and accurate manner
• Process all incoming and outgoing post in a timely manner

Communication

• Receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appointment and referral queries.
• Liaise with third party services such as funeral directors as and when required.
• Liaise with third party healthcare professionals and consultants for ongoing care or referral advice.

Miscellaneous

• Assist the practice manager with all clerical and administrative duties.
• Attend clinical and management meetings on behalf of the Medical Secretaries and take minutes when requested
• Support the practice team with any DOCMAN training, queries or issues.
• Cover the work of other colleagues within the Clinical Administration team when requested.

Person Specification

Qualifications

Essential

• Good level of education including competent levels of numeracy and literacy

Key Skills

Essential

• Able to communicate effectively and collaboratively across varied disciplines.
• Able to work in a wellorganised and professional manner, maintaining concentration and accuracy
• Able to manage conflicting priorities
• Good telephone manner

Experience

Essential

• Understand the importance of maintaining patient and data confidentiality.
• Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations.
• Experience of setting up and maintaining effective administrative filling systems
• Experience of work involving regular and accurate data inputting

Desirable

• Knowledge of office management systems and procedures
• Experience of working with Microsoft packages including, word, excel and power point
• Experience of working with EMIS and DOCMAN
• Previous administration experience within a medical environment
• Knowledge and understanding of the National Health Service

About us
Invicta Health are a non-profit company, with a passion for primary care.

We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.

We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent.

Our aim is to provide local, high quality services for local

---