Medical Secretary

**Job title**:Medical Secretary

**Current Job grade**:Riversdale Surgery

£11.25-£11.50ph

**Hours of Work**:35 hours per week

Full-time is 37 hours per week

**Reports to (Title)**:Deputy Practice Manager & Practice Manager

**Location**:Riversdale Surgery, 57-59 Bridge Street, Belper, DE56 1AY

**Summary**

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.

**Teamwork**

All employees are expected to display a high standard of teamwork. This includes cooperating in undertaking the work of absent colleagues or assisting others where the workload is particularly high. Accordingly, there may be a requirement, from time to time, to undertake other duties.

**Principal Responsibilities**
- To provide health care secretarial services to practice and patients, working in accordance with practice protocols and guidelines.
- Ensure efficient patient service by prompt production of referral letters in accordance to our framework. Following up patients’ hospital appointments when necessary.
- Ensure efficient running of practice by accurate stock control of stationery, re-ordering when necessary.

**Professional Responsibilities**
- Maintain continued education by attendance at courses and study days relevant/useful or necessary for personal/professional development including attendance at the locality protected learning time (PLT) events.
- To have the ability to work on own initiative, acknowledging limitations of oneself.
- To take personal responsibility for own personal/professional development, providing sufficient evidence of the achievement of set objectives through individual performance and the review process.

**Secretarial Responsibilities**
- Transcribe audio digital dictation for GPs and Practice Manager. Ensuring that signatures are obtained on correspondence when necessary.
- Answer incoming phone calls, transferring calls or dealing with the callers request and queries appropriately.
- Liaise with hospitals and patients regarding appointments, including the Choose & Book, managing referrals non attendance.
- Liaise with GPs and practice manager in preparation of Meeting Agendas and ensure all practice meetings are well prepared, including the room.
- Minute taking for Practice, Primary Care, Clinical, Significant Event, Quarterly Review.
- Deal with incoming and outgoing mail.
- Daily importing and filing, into patient records as required
- Supervise and carry out filing of medical and miscellaneous correspondence. Oversee stationery supplies.
- Supervise Insurance Report and Medicals and the production of the appropriate invoice, liaising with the clinicians and insurance companies.
- Support the GP in admitting patients to the hospitals.
- Process and support the electronic 2 week wait cancer referrals and chase if patient has been seen and outcome letter.

**Administrative responsibilities**
- To maintain accurate, comprehensive records of all correspondence and referrals in the patient’s notes, both written and computerised, awareness of QOF, read codes and alerts needed for standardised care.
- Ensuring that the digital dictation system, currently Lexacom, is maintained licenced and supported. Trouble shooting any problems.
- Ensure accurate completion of all necessary documentation associated with patient healthcare and registration with the practice.
- Attend and participate in practice and staff meetings as appropriate.
- Maintain appearance and behaviour in keeping with a member of the secretarial and administration profession and in accordance with codes of conduct.
- Maintain effective liaison with other agencies and staff concerned with patient care and with other disciplines within the practice, with appropriate regard to confidentiality.
- Any other duties as reasonably requested by the Doctors, or Practice Manager, providing these duties are within the scope of the role and that the individual is trained and capable of such duty.

The role of the Medical Secretary is an evolving one and it is anticipated that the post holder will be responsible and reasonably flexible in the interpretation of the above job description.

**Health and Safety Requirements**

All employees have a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. Employees are required to co-operate with the management to enable the employer to meet its own legal duties and to report any hazardous situations or defective equipment.

**Confidentiality**

All employees are required to preserve the confidentiality of the affairs of the Partners, staff, patients and of all matters connected with the Practice. Any breach of such confidence would be regarded as grounds for disciplinary action.

This job description will be reviewed during annual appraisals and may be altered following consultation with the post holder.

**Person Specificatio