Medical Secretary

**JOB DETAILS**

**Job Title**

Medical Secretary at Castle Place Practice

**Reports to**

Maggie Veysey

**Band**

Band 3

**Department/Directorate**

Community Directorate

**JOB PURPOSE**
- To provide a full and efficient secretarial and administrative service to Doctors, clinical and practice teams. This will include audio typing and ensuring that all documentation (for example referrals, notes, reports, correspondence, clinic notes and clinic/appointment letters) is produced to an excellent standard
- To ensure all information is secure and confidentiality of information is maintained at all times
- To provide a point of contact for patients and liaise with Doctors, other medical staff and practice staff as appropriate.
- To provide excellent customer care which may include communication with distressed and anxious patients and relatives, treating them with tact and empathy
- To ensure the professional image of the Practice and the Trust is maintained at all times

**KEY RESULT AREAS/PRINCIPAL DUTIES AND RESPONSIBILITIES**
- Produce referrals and process reports and correspondence etc as required by the GPs, associate doctors, locum GPs and other medical/practice staff
- Record referrals, reports and correspondence in patients’ clinical record
- Contribute to periodic audits as required
- Use computer systems as required as relevant to patient care
- Ensure accurate and up-to-date patient details are maintained on patient information systems in line with Trust Information Governance policy
- Maintain health records and patient files in line with Trust Health Records Policy
- Respond to complaints where appropriate, escalating to Line Manager if unable to resolve

**KEY WORKING RELATIONSHIPS**

Areas of Responsibility: Medical secretarial duties.

No. of Staff reporting to this role: 3 staff within the team

The post holder is required to deal effectively with staff of all levels throughout the Trust as and when they encounter on a day to day basis

In addition the post holder will deal with the wider healthcare community, external organisations and the public.

This will include verbal, written and electronic media.

Of particular importance are working relationships with:
**Internal to the Trust**

**External to the Trust**
- Lead Medical Secretary, Operations Manager and Practice Manager
- Administration and secretarial teams across the Trust
- Patients and relatives/carers
- Doctors and other members of medical team
- Devon Referral Service
- Divisional Management
- Medical Insurers
- Senior
- Nursing Staff
- Central Support Team
- Coroner
- Social Services
- Police/Firearms

**ORGANISATIONAL CHART**

**FREEDOM TO ACT**

The post holder will be guided by standard operating procedures and the post holder decides how results are best achieved

**COMMUNICATION/RELATIONSHIP SKILLS**

Communication about difficult or sensitive matters, complex communication with people on complex matters on a regular basis.

**ANALYTICAL/JUDGEMENTAL SKILLS**

A degree of analysis and judgement required.

**PLANNING/ORGANISATIONAL SKILLS**

Planning and prioritising workload appropriately required.

**PATIENT/CLIENT CARE**

**POLICY/SERVICE DEVELOPMENT**

The post holder can be expected to contribute to improving practices.

**FINANCIAL/PHYSICAL RESOURCES**

Invoicing Insurance reports or any report requiring payment.

**HUMAN RESOURCES**

No responsibility for interviewing other staff.

**INFORMATION RESOURCES**

**RESEARCH AND DEVELOPMENT**

None

**PHYSICAL SKILLS**

High speed typing and accuracy required.

**PHYSICAL EFFORT**

Sitting and using screen for long periods of time required.

**MENTAL EFFORT**

Continuous mental effort required.

**EMOTIONAL EFFORT**

**WORKING CONDITIONS**

Occasional aggressive/upset patients or patients who have been given difficult information regarding their health.

**OTHER RESPONSIBILITIES**

Take part in regular performance appraisal.

Undertake any training required in order to maintain competency including mandatory training, e.g. Manual Handling

Contribute to and work within a safe working environment

You are expected to comply with Trust Infection Control Policies and conduct him/herself at all times in such a manner as to minimise the risk of healthcare associated infection

As an employee of the Trust, it is a contractual duty that you abide by any relevant code of professional conduct and/or practice applicable to you. A breach of this requirement may result in action being taken against you (in accordance with the Trust’s disciplinary policy) up to and including dismissal.

You must also take responsibility for your workplace health and wellbeing:

- When required, gain support from Occupational Health, Human Resources or other sources.
- Familiarise yourself with the health and wellbeing support available from policies and/or Occupational Health.
- Follow the Trust’s health and wellbeing vision of healthy body, healthy mind, healthy you.
- Undertake a Display Scre