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Wallington, United Kingdom Shotfield Medical Practice Full timeJob summary Shotfield Medical Practice is a busy practice of approximately 13000 patients across Wallington and some of Sutton, Carshalton and Beddington. To run smoothly we are looking for a secretary/PA to GPs in our General Admin Team. You need to be a great communicator, be able to work effectively in a team, be flexible in your approach to your...
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Medical Secretary
2 months ago
Shotfield Medical Practice is a dynamic and busy practice serving a population of approximately 13,000 patients across Wallington and surrounding areas. We are seeking a highly organized and communicative Secretary/PA to GPs to join our General Admin Team.
Main Duties of the JobThe successful candidate will provide administrative support to our GPs, locums, and nursing team, ensuring the smooth delivery of high-quality primary care services to our patients. Key responsibilities include:
- Receiving and dealing with incoming calls, taking messages, and answering queries where appropriate.
- Assessing patient requirements, deciding on appropriate action, and providing information or redirecting patients to other services.
- Recording messages, clinical, and non-clinical information, and results for the doctor, ensuring accuracy and timely action.
- Dealing with requests for home visits, taking relevant information, assessing urgency, and ensuring appropriate priority is allocated.
- Offering a chaperone service to clinicians as required.
- Communicating with hospital departments, consultants, junior doctors, on-call teams, and secretarial staff to resolve patient queries.
- Dealing with information requests from insurance companies, government agencies, solicitors, employers, and others, ensuring patient consent and preparing computer database reports.
- Photocopying medical records, issuing invoices, and receiving payments for completed reports and chasing late payments.
- Dealing with patient requests for transport to hospital appointments, assessing transport needs, and arranging appropriate transport.
- Generating repeat prescriptions, adding, amending, and deleting repeat medications as authorized by the GP.
- Ensuring required clinical checks and tests are up to date, advising patients, and making arrangements for these to be done, referring exceptions to the GP for action.
- Liaising with other clinical service providers, including district nurses, health visitors, community nurses, social services, and other external agencies as required.
- Opening, receipting, and dealing with daily incoming mail, actioning in line with practice procedures, and directing post as appropriate.
- Extracting and inputting relevant clinical information from incoming correspondence, entering data to the computer database, and ensuring correct coding to maximize financial targets.
- Dealing with incoming medical records, acknowledging computerized receipt, passing records for summarizing within agreed timescales, and collating new records prior to summarizing.
- Processing amendments and deductions via GP links, preparing summaries, and copy items for those being removed before sending to the PCSE.
- Addressing FP69 notifications, contacting patients to clarify correct contact details, and actioning ID items as requested.
- Receiving electronic OOH notifications and processing information as required, inputting relevant items to patient records, and passing urgent items within the GP workflow if deemed necessary.
- Attending practice and staff meetings as required, attending practice away days, and training events.
- Participating in the induction of new staff and providing support to other staff members requiring assistance.
- Using Docman, filing, coding, and distribution as required.
- Using Ardens and AccuRx as required.
Personal Qualities
Essential
- 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
Essential
- 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
Essential
- Two years in an administrative post in a service environment.
Desirable
- Experience of working in general practice or NHS setting.
Knowledge
Essential
- 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
Essential
- 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.
