Medical Secretary

Patient Services Team Lead Medical Secretary & PA job description & person specification.

Job Title Patient Services Team Lead Medical

Secretary & PA
Line Manager Operations Manager - Patient Services

Team
Accountable to Practice Manager
Hours per week 37.5 (WTE)

Job Summary
To lead the practice secretarial work, to ensure the timely and high-quality completion of all associated secretarial work. The Lead Secretary will supervise workload allocation and liaise with the Operations Manager - Patient Services Team, to allocate team members onto the secretarial rota to ensure resources are effectively used to achieve this goal.

The role holder will lead on the provision of private services administration, to ensure all work is correctly invoiced and paid-for. Within the Personal Assistant function, the role holder will provide administrative support to the GP Partners and Practice Manager.

Mission Statement
With an appetite for innovation and creativity, underpinned by a strong belief in traditional primary care values, Hope Farm Medical Centre nurtures a culture which is modern, vibrant, forward-thinking and caring. Enabling people to access a medical practice that is at the heart of the community where each and every patient matters.

Values
Build trust and respect through communication
Strive for quality in everything we do
We work hard as a team, but with a sense of humour
Being patient centre is at the heart of our decision
Build empathy through our actions
Be approachable and listen to colleagues and service users
Build a positive team and family spirit

Primary Secretarial Responsibilities
The following are the core secretarial responsibilities of the Patient Services Team Lead
Medical Secretary & PA. There may be on occasion a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
Secretarial duties
- 1
- Type referral letters, reports, submissions, etc. using audio typing and from tasks.

Complete and submit referral forms.
- Arrange hospital referrals, appointments, and admissions. Deal with all patients requiring referral, including helping patients at the desk or on the telephone relating to referrals.
- Maintain a standard operating procedure document of available referral pathways and methods for submission.
- Monitor stock of letterhead paper, compliment slips and secretarial stationery.
- Attend to tasks in EMIS, Docman & eRS in a timely manner.
- Attend and minute meetings as required, including the practice business meetings, practice nurse meetings, staff meeting and PPG meetings as appropriate. Prepare and circulate papers.
- Ensure sufficient levels of training and understanding within the Patient Services

Team, in conjunction with the Operations Manager, to ensure sufficient secretarial cover for absences and high workload.
- Where appropriate utilise Lexacom Scribe to ensure service delivery turnaround timescales are achieved

Staff supervision
- Work with the Operations Manager to create and manage the monthly secretarial rota, ensuring sufficient cover planned for absences and periods of high workload. Allocate specific work functions as required across the secretarial rota.
- Ensure the daily, weekly, and monthly tasks across the secretarial service are completed in an efficient manner. This is to be achieved by maintaining oversight of all workstreams, and delegating tasks effectively within the secretarial rota.
- To be the first point of contact for any secretarial queries
- Lead by example, fostering a can-do spirit and collaborative approach to teamwork.

Maintaining a positive image for the team and practice.

Personal Assistant Responsibilities
In addition to the primary secretarial responsibilities, the Patient Services Team Lead
Medical Secretary will be expected to undertake the following PA responsibilities:

- 2
- Ad hoc typing tasks as requested. This will include letters, patient communications, staff communications, protocols, and presentations.
- Manage the main practice dairy, ensuring all meeting and appointments are scheduled and set-up, including doctors leave.
- Document scanning and printing as required.
- Complete the paperwork for significant events and complaints.
- Other duties as requested by the Partner or Practice Manager.

Additional Responsibilities

Information Technology
- Maintain the digital dictation system through Lexacom with the Operations Manager
- IT & Data Quality
- Maintain an up-to-date directory of referral pathways

Processes and Protocols
- Using TeamNet as a portal to maintain, update and distribute secretarial working procedures and standard operating procedures.
- Identify new protocols where required and write drafts for comment and approval.

Staff training
- Input to recruitment and induction of new team members and new colleagues from across the practice.
- Plan, participate and oversee the training of new Patient Services Team members allocated to the secretarial rota.