Medical Secretary
7 months ago
Folly Lane Medical Centre Medical Secretary Job Description Job Title: Medical Secretary Responsible To: Practice Manager/Operation Manager The Purpose Of The Post: To provide a high quality, professional secretarial and administrative service to patients, doctors, staff, colleagues, health service professionals and others. The person will be expected Working in a busy Practice puts staff in a special position of trust and responsibility as the first person with whom the patients have contact at the Surgery. It is the Receptionists attitude to them and the impression they make which is of prime importance to the Practice as a whole. It is imperative to convey a courteous and caring impression at all times to the Practices patients.
Main Duties And Responsibilities Opening and preparing the premises punctually in the morning. Greet patients and visitors to the practice. Book in, amend and cancel patient appointments in line with practice appointments procedures ensuing optimum efficiency of the appointment system. Ensure that patients without appointments but who need 'urgent consultations are booked into appropriate slots and referred to a GP where necessary.
Receive and accurately record requests for home visits, and print off home visit summary sheets. Ensure computerised appointment system is up-to-date. Respond and/or redirect all patient and visitor requests accordingly. Explain practice arrangements and formal requirements to new patients and temporary residents, ensure procedures are completed.
Creation of new patients records on the clinical computer system. Arranging consultations for private patients. Advising patients of relevant charges for private services, accept payment and issue receipts for same. Taking and recording messages.
Produce repeat prescriptions according to practice procedures and ensure timely distribution of completed prescriptions. Workflow (scanning) ensuring letters are scanned onto patients records within 24 to 48 hours (maximum) of receipt, and coded appropriately. Ensure correspondence, reports, results etc. are coded and filed electronically in correct patient record.
Care Navigation (Patient Adviser) signposting patients to appropriate services. Ensure reception and waiting areas are kept neat and tidy. Answering incoming telephone calls, ensuring calls are documented and redirected accordingly. Undertake administration tasks as allocated on rota organised by Senior Receptionist.
Ensure up-to-date maintenance of both computerised and manual filing systems (i.e. patient notes). Support the Medical Secretary team with referrals and administration. Flexibility to cross cover sickness and holidays.
Office evening closedown procedure. Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures. Clerical Duties Use of electronic postal system for majority of post. Purchasing of stamps and posting of mail.
Updating and maintaining of manual patient records where appropriate. Entering of data onto the Practice computerised medical information system. Equipment, Machinery & Systems 1. Personal Computer system including internet activity which is utilised as a means of communication both internally and externally.
**2. Practice Clinical System**: to manage and record patient appointments, inputting patient registration data, accessing patient data as necessary and when undertaking audits. 3. Fax and photocopying machines.
4. The post-holder is responsible for, together with others, maintaining the accuracy of the Practices Clinical System. Assignment Of Work 1. The post-holders work assignment is determined by the requirements of the Practice, GP Partners, the Practice Manager and the patients.
2. The Practice Manager provides immediate line-management for the post-holder. The post holder will take instruction on a day to day basis from the Senior Receptionist. However, the post-holder is expected to be self-directed and self-motivated using their own initiative and requiring minimum input from the Senior Receptionist, once the probation period has been completed.
3. The Post-holders work is formally reviewed at 4 weeks, 3 months and 6 months during the probationary period. If the probationary period is not successfully completed a further 3 month extension can be granted. Following a successful probationary period the post-holders work will be reviewed by annual appraisal.
4. The post-holder must be proactive in forward planning, identifying and implementing improvements within and beyond their key result areas, anticipating and communicating future internal and external requirements. Decisions & Judgements 1. The post-holder is required to use her/his own initiative when dealing with problems and to make any reasonable and necessary decisions on events as they occur, including: Establishing and maintaining effective lines of communication with the GPs and Practice Manager.
Communicating clearly and effectively with staff
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