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Medical Secretary/administrator

5 months ago

Aldershot, United Kingdom Princes Gardens Surgery Full time

**Medical Administrator 30-37hrs (Monday to Friday 11.30am-5.30pm or 9.30am-5.30pm))**

An exciting opportunity has arisen for a forward-thinking, enthusiastic, motivated and hard-working Administrator to work in a busy town centre GP practice, with over 11,000 patients. Main duties include administrative and clerical support to all teams across the business, to undertake ad-hoc projects or tasks as directed by the Practice Business Manager. You will need to be well organised, have excellent attention to detail and good IT skills.

You will work collaboratively with the general practice team to meet the needs of patients, nurses and GPs following policies and procedures.

It is essential that applicants are available for **flexible **working hours, as being part of our team requires you to be available to work extra hours when needed to cover annual and sick leave. Rota pattern will cover the Practice hours between 8.00am and 7.00pm.

**Responsibilities**:

- Typing letters, reports and associated documentation as required
- Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
- Managing all enquires in an effective manner
- Maintaining an accurate referrals database
- Processing calling letters as requested
- Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records
- Inputting data into the patient’s healthcare records as necessary
- Processing referrals using the electronic referral system (ERS)
- Processing requests for information i.e., SAR, insurance/solicitor’s letters and DVLA forms
- Clinically coding data on [insert system name]
- Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
- Managing all administrative queries as necessary
- Carrying out system searches as requested
- Maintaining a clean, tidy, effective working area at all times
- Supporting all clinical staff with general administrative tasks as requested
- Partake in audit as directed by the audit lead
- Produce meeting agendas and record the minutes of meetings
- Support reception staff, providing cover during staff absences
- Oversee the workflow of safeguarding reports and documents and ensure they are circulated to appropriate clinicians in line with organisational safeguarding policies
- Summarise and code the documents into the relevant specific templates, highlighting anything significant regarding patients registered to GPs
- Maintain a register of children on Child Protection Plans, Child in Need plans and those children deemed to cause for concern
- Ensure the correct coding is added to patient records to aid clinicians in identifying those children and adults who are cause for concern
- Add alerts to parent records and those who have a child on a safeguarding plan
- Contribute to data collection and audit in relation to safeguarding to support and improve standards for safeguarding practice in the practice
- Prioritise and respond to strategy meeting invitations as advised by the organisation’s safeguarding lead
- Respond to child protection meetings as advised by the organisation’s Safeguarding Lead, prepare appropriate documentation, and send apologies as necessary
- Monitor DNAs for children regarding missed clinical appointments and refer to appropriate clinician for follow up (e.g., practice nurse, usual GP, Safeguarding Lead) in line with organisational safeguarding policies
- Follow up on those children who have not had their routine immunisation, as identified by administration with the appropriate clinician (e.g., practice nurse) in line with organisational safeguarding policies.
- Support the safeguarding lead in co-ordinating communication and meetings with third parties e.g., health visitors, MASH, ICS safeguarding leads and social workers. This includes taking minutes and updating the patient record in accordance with agreed actions
- Redact and update the clinical record as per organisational safeguarding protocols when a patient reaches 18 years of age
- Update alerts and warnings in the EMIS record according to organisational safeguarding protocols when safeguarding concerns are recorded
- The ability to confidently facilitate group safeguarding supervision in clinical settings to a variety of health professionals once trained
- Be a role model for all clinical staff by practicing safeguarding to the highest standard, whilst exercising a high degree of personal and professional autonomy
- Be able to sign post staff to relevant agencies and assistance for all types of safeguarding
- Be aware of local resources and disseminate updates to colleagues
- To carry out case reviews and disseminate learning to colleagues across the PCN
- Demonstrate commitment to developing own expertise to support robust systems, policies, professional guidance, and training so that staff across the PCN can identify and contribute to safeguarding issues
- To have