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Medical Secretary

4 months ago

BurtonOnTrent, United Kingdom Carlton Group Practice Full time

**Job summary**

Applications are invited for an enthusiastic, experienced and motivated Medical Secretary to join our growing team at Carlton Group Practice

**Main duties of the job**

**Overview of your organisation**

We are a large, extremely busy and friendly Practice close to the centre of Burton caring for over 16,900 patients from our two sites, Carlton Street Surgery and King Street Surgery.

Our clinical team consists of 5 GP Partners, Salaried GPs, Clinical Pharmacists, Paramedic, Practice Nurses, Health Care Assistants and Care Coordinators all supported by an experienced management and administrative team.

**Job description**
- 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
- To assist the Practice Business Manager and Practice Operations Manager administrative support including producing agendas, minute taking, reports etc
- To work closely with the Practice Operations Manager and be responsible for the timely writing up of all complaints liaising with the Practice Operations Manager and relevant clinicians / staff members to ensure there are no date breaches. To ensure that the complaints matrix is up to date
- To work closely with the Practice Operations Manager and be responsible for reporting all significant events at the Clinical Meeting and keep the significant events matrix up to date. To report all significant events at the significant events meetings, recording trends and root cause analysis information
- To be responsible for the Practice Policies & Procedures matrix ensuring policies are updated regularly by liaising with the responsible clinician / manager
- To be responsible for the Risk Assessments Matrix ensuring these are regularly updated by liaising with the responsible clinician / staff member
- To make appointments, bookings and admissions as required
- To complete and maintain an efficient electronic patient referrals service
- To attach post, to the practice electronic information system and to patients notes
- To code clinical letters according to the practice protocol
- Keep up to date with local pathways for referrals and use appropriate referral tools
- To maintain smooth running of e-referral data, A&G, rejected referrals, 2WW etc
- To perform weekly audit of 2WW referrals
- To maintain/import and archive referral forms/practice documents within SystmOne templates
- To support the training of staff in the practice process of referrals
- To implement new procedures / work flows relating to own area of work ensuring that other staff members are informed of any important changes in practice policy
- To liaise with patients and other agencies including the CCG & NHS England, Consultants secretaries
- To liaise with external software suppliers/equipment suppliers (e.g. SystmOne, Lexacom)

Duties may be varied from time to time under the direction of the Practice Managers, dependent on current and evolving Practice workload and staffing levels.

**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 and Safety**

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health and Safety Policy, and the Practice Infection Control policy and published procedures. This will include (but will not be limited to):

- 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
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general st