Medical Secretary

**Pembroke Medical Group**

**Medical Secretary - full time 37.5 hours per week**

**Responsible to**: Admin Team Leader

**Main duties**

To provide a full and efficient secretarial service to the Doctors and Practice clinicians (F2s, Registrars, Advanced Nurse Practitioners, Paramedics etc). This will include audiotyping and ensuring that all documentation (for example referral forms) is produced to an excellent standard.

Ensure all information is secure and confidentiality of information is always maintained.

Provide excellent customer care which may include communication with distressed and anxious patients and relatives, treating them with tact and empathy.

Ensure the professional image of Pembroke Medical Group is always maintained.

**About us**

Pembroke Medical Group is located in Preston with a branch site, Parkhill Surgery, in Torquay, with a current patient list size of just over 26,000.

We are fully computerised using EMIS web as our clinical system and Docman 10 as our document management system.

We are a training practice hosting GP Registrars, F2s, medical students and student nurses. The surgery is also host to the community nursing and community mental health teams.
- To provide a full and efficient secretarial service to the Doctors and Practice clinicians (F2s, Registrars, Advanced Nurse Practitioners, Paramedics etc). This will include audio-typing and ensuring that all documentation (for example referral forms) is produced to an excellent standard
- Ensure all information is secure and confidentiality of information is maintained at all times
- Provide excellent customer care which may include communication with distressed and anxious patients and relatives, treating them with tact and empathy
- Ensure the professional image of Pembroke Medical Group is maintained at all times
- The post holder will be expected to attend/complete mandatory training - e.g., Health & Safety, Information Governance, Equality & Diversity, Fire Training - to comply with current regulations
- To be flexible and adaptable to the needs of the secretarial team covering for sickness absence and annual leave when required.
- The post holder will be expected to multi-task and prioritise.

**WORKING RELATIONS**

The post holder must establish effective working relations with the following individuals and organisations to ensure an efficient service for patients:

- Practice Manager & Operations Managers
- GPs and all other clinicians (F2s, Registrars, ANPs, Paramedics, Pharmacist, PCN Physio etc).
- Pembroke Medical Group staff (Administration team, Reception team, Nursing Team)
- Admin and secretarial staff of local hospitals
- Devon Referral Support Services
- Local funeral services
- The Coroner’s Office

**DUTIES AND RESPONSIBILITIES**
- Ensure that all audio typing is completed in a timely manner, paying particular attention to accuracy and presentation
- Prioritise Patient Tasks
- Action 2 week wait referrals ensuring patient has an appointment.
- Ensure that all Referral pathways are correctly completed on NHS E-referral systems
- Use multiple computer systems as required within the team such as EMIS Web, NHS E-Referrals, Docman, Adastra, Outlook, Excel
- Ensure accurate patient information is recorded whilst using the clinical system in line with Information Governance policy
- Resolving problems which relate to the Choose and Book system. This includes dealing with rejected referrals.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance.
- Work effectively with individuals in other agencies to meet patient needs.
- Effectively manage own time, workload and resources.
- Liaising with external agencies such as secondary care and community services
- Respond to complaints where appropriate, escalating to Operations Manager if unable to resolve
- Maintain Practice Plus Group register, action GP requests for Special Messages, forward TEP information urgently when requested. Remove entries regarding deceased patients.
- Provide administrative support for MDT meetings to include minute taking and circulation of same.
- Assist with new clinician’s induction in regard to Lexacom / referral processes
- Keep up to date with DRSS and referral services processes and update the clinical system with new referral templates.
- Action any tasks deemed appropriate by management when availability allows.

Ensure that all correspondence is accurately stored on the Practice computer system
- Recording referrals in the EMIS referral system

**General Office Tasks**

**Organising & Liaising**
- Communication with patients both by telephone and face to face, dealing with their problems and enquires sensitively and professionally, and acting as a liaison between doctors and patients
- Chasing up hospital appointments, results, investigations and clinic letters at the request of the either the doctor or patient
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