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Healthcare Administrative Assistant
2 months ago
Position Overview
We are looking for a Healthcare Administrative Assistant to become a vital part of our team. You will be welcomed into a collaborative and supportive environment that prioritizes your professional growth and training.
Key Responsibilities
The successful candidate will provide comprehensive administrative support to the Practice Manager, Physicians, and Healthcare Professionals. This role requires proficiency in word processing and audio transcription, along with general clerical duties.
About Our Organization
Drayton Medical Practice serves a large patient base and is dedicated to delivering exceptional healthcare services. Our team is committed to ensuring the highest standards of care for our patients and stakeholders.
Job Duties
The individual in this role will be expected to demonstrate strong communication and computer skills, attention to detail, and the ability to perform under pressure. Flexibility is essential to adapt to the dynamic needs of the practice.
Specific Tasks Include:
- Processing secondary care referrals for patients through digital dictation using the clinical management system.
- Scheduling online appointments via E-referrals for all hospital referrals and consultation requests.
- Daily monitoring of the E-referral system for necessary actions and follow-up information.
- Completing hospital appointment request forms for diagnostic procedures such as X-Rays, MRIs, CT scans, and ultrasounds.
- Arranging private appointments for patients and managing the associated documentation from digital dictation.
- Addressing ad hoc requests from physicians and other healthcare providers as generated through the Daybook.
- Organizing and responding to requests from physicians via the Docman system.
- Coordinating and tracking urgent suspected cancer referrals until clinical letters are received to ensure compliance.
- Handling patient inquiries related to referrals and administrative issues via telephone.
- Preparing official reports and documents for external agencies such as the DVLA, DWP, insurance companies, and social services.
- Managing queries from consultants and secondary care teams regarding patient care.
- Monitoring and responding to incoming email requests.
- Taking minutes during practice meetings (including Partners, Clinical, and Departmental staff meetings) and distributing them as required in a timely and confidential manner.
- Documenting minutes related to patient complaints and distributing them according to practice protocols.
- Providing additional administrative support to the Practice Manager, Reception Manager, and Nurse Manager as needed.
- Covering for members of the administrative team during periods of absence.
Candidate Profile
Required Experience
- Experience in an administrative office setting.
- Proficiency in word processing and computer applications.
Preferred Experience
- Previous experience as a Medical Secretary.
Knowledge and Skills
Required Skills
- Ability to transcribe from dictation and utilize audio typing equipment.
- Competence in minute-taking.
- Strong keyboard and computer skills.
- Excellent verbal and written communication abilities.
Preferred Skills
- Familiarity with medical terminology.
Educational Qualifications
Required Qualifications
- A solid educational background.
- RSA Stage 3 Typing/Word Processing or equivalent qualification.
Preferred Qualifications
- Medical Secretary Diploma.
- Training in Medical Audio Typing.
- Proficiency in Medical Word Processing.
- Shorthand skills.
Personal Attributes
Required Attributes
- Flexibility to meet the evolving needs of the practice.
- Commitment to maintaining strict confidentiality.
- Ability to exercise judgment, resourcefulness, and common sense.
- Capability to work independently and prioritize workload effectively.
- Team-oriented with the ability to collaborate within a multi-skilled environment.
- Pleasant demeanor and articulate communication style.
- Capacity to perform under pressure.
- Adaptability to a changing work environment.
- Initiative and self-motivation.
- Ability to connect with the interviewing team and align with the practice culture.
- Willingness to provide coverage during absences.
