Gp Surgery Medical Secretary

3 weeks ago

Blandford Forum, United Kingdom Milton Abbas Surgery Full time

JOB DESCRIPTION and PERSON SPECIFICATION

**JOB TITLE: Secretary**

**REPORTS TO: Administrator/PRACTICE MANAGER**

**HOURS: 25 hours per week**

**Hourly Rate: £12.50-13.00 dependant on experience**

**Job Summary**:
The purpose of the role is to:

- Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone
- Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
- Undertake a variety of administrative duties and reception duties to assist in the smooth running of the practice including the provision of secretarial and clerical support to clinical staff and other members of the practice team
- Facilitate effective communication between patients, the primary health care team, secondary care team and other associated healthcare agencies
- Work collaboratively with the administration team in providing reception cover if necessary.

**Duties and Responsibilities**:
The duties and responsibilities to be undertaken by members of the practice administration team may include any or all the items in the following list. Duties may be varied from time to time under the direction of the Administrator or Practice Manager, dependent on current and evolving practice workload and staffing levels:

- Opening up/locking-up of practice premises and maintaining security in accordance with practice protocols
- Maintaining and monitoring the clinical system
- Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
- Processing and distributing incoming (and outgoing) mail and texts
- Taking messages and passing on information
- Filing and retrieving paperwork
- Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
- Support Data Quality process in call and recall of patients
- Summarising of new patient records in accordance with agreed protocols.
- Typing and sending referrals electronically
- Logging receipt of medical reports/ insurance requests and creating invoices accordingly.
- Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
- Providing clerical assistance to practice and attached staff as required from time to time, including word/data processing, filing, photocopying, and scanning
- Clearing and re-stock consulting rooms as required
- Provision of refreshments for staff and visitors as required

**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, to 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 and free from hazards
- 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 people’s 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.

**Professional Development**:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such tra

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