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Medical Secretary

2 months ago

Wallington, Greater London, United Kingdom Shotfield Medical Practice Full time
Job Summary

Shotfield Medical Practice is a 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 Job

The successful candidate will provide administrative support to our GPs, locums, and nursing team, ensuring the smooth operation of our practice. 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
  • 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 in line with practice procedures and adding, amending, or deleting repeat medications as authorized by the GP
  • Ensuring required clinical checks and tests are up to date, advising patients of checks or tests required, and making arrangements for these to be done
  • 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
Person Specification

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