Medical Secretary

**MEDICAL SECRETARY**

**REPORTS TO**:OPERATIONS MANAGER**

**HOURS**:30** hrs p/w**

**Job Summary**:
To provide administrative support to the clinical team at Wadhurst Surgery.

To have a thorough knowledge of all Practice procedures and work in accordance with protocols and standard operational procedures at all times.

**Job responsibilities Support to Clinical Team**
- Review all tasks sent to the Medical Secretaries and action in order of urgency. Audio typing and using Lexacom Dictation. Recording within the EMIS web clinical system.
- Complete two week wait referrals as soon as possible. Ensure that any blood results or other information which is required is sent with the referral. If information is missing arrange for patient to be booked for blood test / request height and weight from the patient.
- Process death notifications following the checklist. Action coroners reports and correspondence. Liaise with Funeral Directors as required.
- Undertake routine tasks sent by clinical members of the team.
- Support receptionists in managing queries from patients regarding referrals.
- Send Advice and Guidance requests on behalf of the GPs and ensure responses are saved to Docman. Send suggested referrals as agreed.
- Monitor and action worklists within the Electronic Referrals System.
- Stamp the post and take to post office at the end of every day.
- Liaise with reception staff and Operations Manager regarding letters which incur a charge to ensure that payment is made before letters are typed.
- Provide support and advice to trainee GPs, locums and regular GPs regarding referral pathways. Keep up to date with changes.

**Other duties**
- Carry out any other functions required by the Operations and Business Manager or clinical team to ensure the smooth running of all aspects of surgery business.

**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
- Complete and maintain all mandatory training
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of 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

**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

**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

**Qua