Medical Secretary

THE BLACKMORE VALE PARTNERSHIP Job Title MEDICAL SECRETARY Reports to HR Manager Hours per week Full time and part time hours available Location Sturminster Newton Medical Centre and Abbey View Medical Centre, Shaftesbury Pay Scale BAND 3 £21,352 - £23,796 pro rata Job Summary To support the clinical teams in carrying out day to day administrative and clinical activity. The role is at the forefront of service delivery to patients providing a source of advice and problem-solving for patients. To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the practice and multidisciplinary team over the practices sites. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).

Provide administration support to teams within the practice if required and requested by the practice manager/line manager. Primary Responsibilities To provide support to the Clinical Teams, and in the running of key systems and procedures such as enquiries, referrals, fit notes, medical reports, chasing hospital results and letters, the processing of information (electronic and hard copy) in a timely manner. This list is not exhaustive To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc.

in an accurate and quality manner. Liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS). This may include liaising with external agencies such as hospitals, pharmacies, community teams (District Nursing, HVs, mental health etc), Local Councils, Coroners, Funeral directors, care and nursing homes to investigate and resolve issues on behalf of patients or clinicians Receive and record patient deaths on the clinical system. Inform staff as appropriate.

Coordinate follow up action with GP, Undertaker, Coroner, Family, etc Administer the Klinik system according to the practice protocol To make appointments, bookings and admissions as required. To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes. To establish and maintain filing and administrative systems so that written, or computer information is easily accessible and secure. Support MDT meetings (child & adult safeguarding, GSF, Significant events) attend meetings and take minutes for circulation and retention for audit purposes Prepare clinical administrative documentation for Clinicians approval this may include medical reports for Insurance, Solicitors, DVLA and may be paper based or electronic.

File patient records and correspondence in patient medical records. To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. To maintain the computer clinic system in an accurate and secure manner. To assist with the gathering of statistics and information when required.

To provide cover for members of the team during periods of sickness and annual leave. In liaison with the clerk responsible, maintain adequate supplies of office stationery in order to perform duties. To receive and dispatch mail and maintain a pending system. To assist the practice manager with all clerical and administrative duties if required.

Secondary Responsibilities In addition to the primary responsibilities, this postholder may be requested to: Partake in audit as directed by the audit lead Produce meeting agendas and record notes of meetings Provide administration support to teams within the practice Generic Responsibilities 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 procedur