Medical Secretary

**The Emmett Carr GP Partnership**

**Job Vacancy; Medical Sectretary**

The Emmett Carr GP Partnership is looking for a part time Medical Secretary to join our friendly and experienced team. Previous secretarial experience is essential, and previous experience within a GP Practice is desirable. Training will be provided. Applicants must be able to demonstrate excellent I.T. and communication skills with an ability to pay attention to detail. They must be self-motivated and adaptable to working within an everchanging NHS and to thrive with the demand of working in a busy administrative environment.

**Main duties of the job**
- To provide an efficient audio, copy typing and word processing service. This includes the typing of letters, reports, patient referrals as well as minutes, memorandums etc. in an accurate and quality manner.
- Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
- Managing all enquires in an effective manner
- Inputting data into the patient’s healthcare records as necessary
- Processing referrals using Choose and Book
- Processing requests for information i.e., SAR, insurance/solicitor’s letters and DVLA forms
- Clinically coding data on SystmOne
- Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
- Managing all secretarial and 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

**About the Practice**

The Emmett Carr GP Partnership is a small GP Practice of 5000 patients served by a team of caring staff. We have 2 GP Partners, 1 Salaried GP and 1 Practice Nurse, along with a trainee Nurse and 2 Healthcare Assistant not forgetting our team of dedicated reception and secretarial / administration staff. We pride ourselves on excellent standards of patient care and strive to always put the needs of the patient at the centre of what we do.

**JOB TITLE: MEDICAL SECRETARY**

**RESPONSIBLE TO**:Practice Manager / GP Partners

**JOB PURPOSE**

To provide a high quality, professional secretarial and administrative support to the GP Partners, Practice Manager and others.

To act as the first point of contact for the practice in all things secretarial and to portray the Practice in the highest possible professional basis.

To ensure that dictations, referrals, letters, and any accompanying documents are efficiently and courteously handled to the mutual satisfaction of the GP partners and outside organisations.

To provide a high standard of communication in daily contact with patients, GP Partners, Practice Manager and others internally and externally to the practice.

To provide an efficient audio, copy typing and word processing service for GPs, other Health Professionals and the Practice Manager as required. This includes the typing of letters, reports, patient referrals as well as minutes, memorandums etc. in an accurate and quality manner.

Use of the Choose and Book system where appropriate; to assist in referral of patients to one or more hospital(s) of their choice which includes sending out relevant documentation to the patient.

Resolving problems which relate to the Choose and Book system. This includes changes to place of referral and dealing with rejected referrals.

Informing GP’s of new services available on Choose and Book.

To assist the Practice Manager with clerical and administrative duties.

To make appointments, bookings and admissions as required.

To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

To retrieve medical records and assist in the completion of medical/insurance records.

File patient records and correspondence in patient medical records.

To receive incoming and initiate outgoing telephone calls in order to deal with appropriate queries.

To assist with the gathering of statistics and information when required.

In liaison with the staff member responsible, maintain adequate supplies of office stationery in order to perform your secretarial duties.

To provide cover for members of the secretarial team during periods of sickness and annual leave.

To receive and dispatch mail and maintain a pending system.

Undertake administration tasks allocated to secretarial / administrative task group.

Ensure up-to-date maintenance of both computerised and manual filing systems (i.e. patient notes).

Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures.
- This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties, which may be requested from time-to-time._

**EQUIPMENT, MACHINERY & SYSTEMS**
- Personal Computer system including internet activi