Secretarial Administrator

5 months ago

Hereford, United Kingdom Hereford Medical Group Full time

Job Description**:Administrator**

Post title**:Secretarial Administrator**

Responsible to: Operations Manager

Accountable to: Operations Manager

Hereford Medical Group is a large General Practice Surgery providing care for patients living in and around Hereford City. We work across 5 sites with our primary site being a newly purpose built surgery located in Hereford.

**Job Summary**:

- Ensure that all contacts from patients and third parties, over the telephone and electronically, are greeted in a friendly helpful manner and handled courteously, efficiently and confidentially at all times.
- Ensure that all requests and enquiries are handled courteously, efficiently and in line with practice policies and procedures.
- Ensure that the filing and recording of patient information both electronic and manual is promptly handled with care and in line with practice policies and procedures.
- Help to ensure that the surgery premises are kept safe and tidy at all times.
- Support the secretarial team in their duties.
- Support the clinicians in their role.
- Alert a supervisor or manager to any problems or concerns from staff or patients when necessary.

Provide general assistance to the secretarial and practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

**Experience and skills**

The secretarial team at Hereford Medical Group complete the following duties:

- Typing letters from Lexicon and task.
- Actioning referrals.
- Preparing and completing GP reports.
- Liasing with external agencies, including RMC.
- Using Choose and Book system.
- Supporting GP’s in their role.
- Using IGPR software for redaction and checking of patient notes.
- SEA and LE- Highlight to appropriate personnel.
- Liaising with external providers when necessary.

**Main Activities, Duties and Responsibilities**:
The role of the Secretarial Administrator is to support the secretarial team by completing the less complex tasks, which would include:
Co-ordinate and work up SARS requests, confirm verification in place, on spreadsheet for processing and once trained process using IGPR software under supervision of secretarial team
SBAR and District Nurse Communications
Docman Tasks ie sending patient summaries
Diabetic Specialist Nurse Referrals
Managing telephone enquiries
Scanning notes for reports/SARS for notes filed at
QHMC
Raising invoices
Physio referrals
Basic paperwork
Emis tasks
Diabetes Prevention Referrals
Queries re waiting times
Healthy lifestyle Referrals
Falls clinic Referrals
Semen Analysis
Choose & Book worklist
Pull notes for deductions /SARS
Department of Works and Pensions Reports
LG Notes management at QH
- To have a thorough knowledge of all Practice procedures.
- To work in accordance of written protocols
- Filing post in medical records
- Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to.
- Be able to scan documents, taking account of colour, paper size, and multi-paged documents, into patients’ notes and workflow accurately and correctly. The scanner will identify, in line with agreed written protocols: o documents for coding and filing directly into notes o documents which need to be work flowed to a GP for action, coding information as appropriate prior to work flowing.
- Code range of clinical details into notes in line with agreed protocols/procedures
- Send letters to patients for follow up appointments as necessary (e.g. contraception, TOP etc) using relevant templates

Undertake any other additional duties appropriate to the post as requested by the Senior
Management Team or Partners.

**Induction, Training and Appraisal**

Flexible Working - Staff are expected to be flexible in their working hours, particularly at busy times, or when holidays or sickness absence affect staff rotas.

**Job Types**: Full-time, Permanent

**Salary**: £20,374.48-£21,313.04 per year

**Benefits**:

- Company pension
- Cycle to work scheme
- Sick pay

Schedule:

- Monday to Friday

Work Location: In person

Reference ID: HMG Secretarial Administrator

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