Medical Secretary

We are looking for a highly motivated and enthusiastic person, essentially with secretarial experience and ideally with medical secretary experience to join the friendly secretarial team at Mayfield Medical Centre. You will have excellent administration and organisation skills with a keen eye for detail and accuracy. You will have excellent communication skills both verbal and written as you will be liaising with patients, GPs, NHS colleagues and third-party organisations. You will work as part of a close team discussing the priorities for the day but have the initiative to work on your own. You will be given training alongside our current secretarial team. The role is varied and can be pressured at times due to the nature of the work that has strict deadlines.

**JOB DESCRIPTION**

**Job Title: Patient Services Administrator**

**Normal Place of work: Mayfield Medical Centres**

**Accountable to**: **Practice Manager**

**Job Purpose**:
To provide a comprehensive secretarial service to the patient and the clinical team, as part of the whole primary care team.

**Main Duties**:

- To manage a workload directly linked to one or more GPs and all their correspondence in and out of the practice.
- To contact secondary care and chase information relating to correspondence
- To type letters and forms for GPs
- Processing referrals using electronic referral service (ERS)
- Audio typing where appropriate
- To maintain contact with patients during a referral process.
- To assist with completing medical reports from third parties
- To assist with completing Subject Access requests
- To clinical code diagnosis from hospital clinics onto EMIS.
- To workflow hospital letters to relevant clinician where appropriate.
- To invoice patients and third parties, track using spreadsheets and chase payments.
- Photo copying and scanning as necessary
- Chase referrals, results etc for patients and other duties requested by the GPs
- Manage incoming mail and distributing as appropriate.
- Frank outgoing mail, load postage onto the Franking machine and taking the post to the post office
- Recording patient results and inviting patients in for their immunisations and smears etc
- Looking after GP links

**Additional Duties**:

- To follow practice protocols in relation to appointments, telephone contact, messages, requests for home visits, repeat prescriptions and all other patient contact.
- To ensure that all contact with patients is done in a sensitive way with a high level of customer service skills, taking into account that patients, their relatives and carers may be distressed at times.
- Telephones are to be answered promptly and politely and within the protocols of the practice.
- To make, change and delete appointments as appropriate, whilst taking into account the needs of the clinical team.
- To inform patients of payments to be made for non NHS services and receive and record such payments.
- To pull patient records and file them as appropriate.
- To manage data and information systems including scanning and filing.
- To proactively contact patients to pass on information from the clinical staff relating to appointments or information.
- To cover your colleagues workload when they are away.
- To assist and provide cover for Patient Services reception of which tasks include front desk cover, telephonist hub and assigned admin roles for messages/tasks etc.

**Communication and Working Relationships**:

- Day to day contact with patients in response to queries and to pass messages to clinical staff, make appointments etc.
- Able to manage day to day contact with patients, their relatives and carers who may at times be distressed or act unreasonably.
- Able to be objective and helpful when managing patient enquiries and making / changing appointments or chasing results.
- To work as an integral part of the whole practice team.
- To prioritise workload for the day with the team and ability to work on own initiative.
- To be able to manage conflicting demands.

**All postholders are expected to**:

- Adhere to practice policies and procedures (e.g. Health and safety)
- Familiarise themselves with the practice staff handbook
- Maintain personal and professional development in order to maintain their skill levels and participate in the appraisal process and any training and development that is recognised and agreed with the line manager
- Respect the confidentiality of patients and colleagues and the practice as a whole. All staff are expected to adhere to the Data Protection Act 1998
- Respect and adhere to corporate and clinical governance principles

This job description is not definitive or exhaustive, and may be reviewed in the light of changing circumstances at a personal or organisational level. Any changes will be made in consultation with the postholder through the appraisal and review process.

**Person Specification**:
**Attributes**

Knowledge, Skills and Qualifications

NVQ 2 admin (desirable)

Computer literate

Un