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Medical Secretary
2 months ago
About the Role
We are seeking a highly organized and efficient Medical Secretary to join our General Admin Team at Shotfield Medical Practice. As a key member of our team, you will provide administrative support to our GPs, locums, and nursing team, ensuring the smooth operation of our practice.
Key Responsibilities
- Provide exceptional administrative support to our GPs, including receiving and dealing with incoming calls, taking messages, and answering queries.
- Assess patient requirements, deciding on appropriate action required, and providing information to patients and other staff.
- Record messages, clinical, and non-clinical information, and results for the doctor, ensuring accuracy and timely action.
- Deal with requests for home visits, taking relevant information from callers, assessing urgency, and ensuring appropriate priority is allocated.
- Offer a chaperone service to clinicians as required.
- Communicate with hospital departments, consultants, junior doctors, on-call teams, and secretarial staff to resolve patient queries.
- Deal with information requests from insurance companies, government agencies, solicitors, employers, and others, ensuring patient consent and preparing computer database reports.
- Photocopy medical records, issue invoices, and receive payments for completed reports, chasing late payments.
- Arrange patient transport to hospital appointments, assessing transport needs against criteria, and arranging appropriate transport.
- Generate repeat prescriptions in line with practice procedures, adding, amending, and deleting repeat medications as authorized by the GP.
- Ensure required clinical checks and tests are up to date, advising patients of checks or tests required, and making arrangements for these to be done.
- Liaise with other clinical service providers, including district nurses, health visitors, community nurses, social services, and other external agencies as required.
- Open, receipt, and deal with daily incoming mail, actioning in line with practice procedures, and directing post as appropriate.
- Extract and input relevant clinical information from incoming correspondence, entering data to the computer database, ensuring correct coding to maximize financial targets.
- Deal with incoming medical records, acknowledging computerized receipt, passing records for summarizing within agreed timescales, and collating new records prior to summarizing.
- Process amendments and deductions via GP links, preparing summaries and copy items for removal before sending to the PCSE.
- Address FP69 notifications, contacting patients to clarify correct contact details, and actioning ID items as requested.
- Receive electronic OOH notifications, processing information as required, inputting relevant items to patient records, and passing urgent items within the GP workflow if deemed necessary.
- Attend practice and staff meetings as required, attending practice away days and training events.
- Participate in the induction of new staff and provide support to other staff members requiring assistance.
- Use Docman, filing, coding, and distribution as required.
- Use Ardens and AccuRx as required.
Person Specification
Personal Qualities
- Flexibility to meet the needs of the practice.
- Emotional ability to cope with job content and work environment.
- Commitment to equal opportunities and its application in general practice.
Qualifications
- Good standard of general education.
Desirable
- Qualification in administration or IT skills (NVQ 3, RSA3, AMSPAR) or equivalent experience.
- Certificate in basic life support.
Experience
- Two years in an administrative post in a service environment.
Knowledge
- Knowledge and understanding of patient confidentiality.
- Understanding of data protection act.
Desirable
- Working knowledge of Quality and Outcomes Framework (QOF) and other quality initiatives.
Skills and Abilities
- Ability to use Microsoft Windows applications.
- Ability to manage own time.
- Sound communication skills, able to communicate effectively with the full range of patients and other staff.
- Ability to use communication skills flexibly to match appropriate situations.
- Ability to work under pressure, prioritize an unpredictable workload, and deliver outcomes within agreed timescales.
- Able to use informed judgment regarding health and social care needs.
- Ability to deal with highly confidential and sensitive information which may be upsetting or distressing.
- Ability to work as part of a multi-disciplinary team.
Desirable
- Ability to use EMIS clinical database.
- Ability to use Docman.
