Medical Secretary

Invicta Health are looking for a Medical Secretary to join the friendly team at East Cliff Practice on a part time basis, working 22 hours per week.

Interviews will be held Monday 4th December.

The role will be based at East Cliff Practice, The Montefiore Medical Centre, Dumpton Park Dr, Ramsgate CT11 8AD.

**Purpose of Job**:
As a Medical Secretary, you will provide an important role in supporting the practice team with the day to day running of the practice by undertaking a variety of administrative and secretarial services for the Practice Manager, GP’s and Healthcare Professionals.

**Main Responsibilities**

Appointments and Referrals
- Use the E-referral system (ERS) to action, monitor and track appointments, bookings, and admissions of patients to hospital and send out relevant documentation to the patient.
- Work to successfully action ERS tasks relating to any changes made to referrals and effectively manage rejected referrals.
- Generate, log, track and chase fast track referrals including Cancer referrals.
- Support the practice with patient’s clinical queries relating to referrals where appropriate.
- Monitor DOCMAN workflow and complete all secretarial tasks that originate from DOCMAN and EMIS.

Data Handling
- Processing and handling of Death Certificates and Cremation Forms. Liaising with coroners, medical examiners and GPs to ensure timely issue and preparing invoices for the appropriate fee where required.
- To establish and maintain filing and administrative systems so that written, or computer information is easily accessible and secure.
- To retrieve medical records and assist in the completion of medical/insurance records.
- Source and chase patient blood results from third party practices and code them on the patients’ medical file where appropriate.
- Obtain and file patient records and correspondence in patient medical records where required.

Communication
- To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

Miscellaneous
- Assist the practice manager with all clerical and administrative duties.
- Support GP/Nurses with administration tasks when requested, for example, Dictation and the sending of XRAY, MRI, CT scan and Ultrasound requests.
- Attend clinical and management meetings and take minutes when requested.
- Cover the work of other colleagues within the Clinical Administration team when requested.

**Person Specification**

Education/Qualification

Essential:

- Good level of education including competent levels of numeracy and literacy

Desirable:

- AMSPAR qualification

Knowledge/Experience

Essential:

- Understand the importance of maintaining patient and data confidentiality.
- Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations.
- Experience of setting up and maintaining effective administrative filling systems
- Experience of work involving regular and accurate data inputting
- Experience of working with EMIS and DOCMAN
- Experience of working with Microsoft packages including, word, excel and power point
- Knowledge and understanding of the National Health Service

Desirable:

- Knowledge of office management systems and procedures
- Previous administration experience within a medical environment

Key Skills

Essential:

- Able to communicate effectively and collaboratively across varied disciplines.
- Able to work in a well-organised and professional manner, maintaining concentration and accuracy
- Able to manage conflicting priorities
- Possess an aptitude for dealing with potentially difficult or demanding situations.
- Good telephone manner

**About Us**

East Cliff Practice is based in Ramsgate with its historic harbour and attractive coastline, close to the continent and on the high speed rail link to London. Our neighbours are the traditional seaside towns of Broadstairs with its blue flag beaches, and Margate, home to the Turner centre and eclectic Old Town area.

Our long-established and friendly practice offers a supportive training environment dedicated to team working, professional development, communication and holistic care.

East Cliff Practice is part of Invicta Health, a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.

We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.

What perks can we offer you?
- NHS Pension
- Learning and Development opportun