Medical Secretary

To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, 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 Business Manager, Practice Liaison Officer and Reception Manager with clerical and administrative duties.
- To make appointments, bookings and admissions as required.
- To liaise and arrange meetings as required and to attend meetings and take minutes.
- 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.
- To provide cover for members of the secretarial/scanning/Reception team during periods of sickness and annual leave.
- In liaison with the staff member responsible, maintain adequate supplies of office stationery in order to perform your secretarial duties.
- To receive and dispatch mail and maintain a pending system.

Confidentiality:

- Maintain confidentiality
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Secretary Health & Safety: The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Practice Health & Safety Policy, to include:

- Using personal security systems within the workplace according to Practice guidelines.
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
- Making effective use of training to update knowledge and skills.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
- Reporting potential risks identified.

Equality and Diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: - Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development: The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality: The post-holder will strive to maintain quality within the Practice, and will:

- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance.
- Work effectively with individuals in other agencies to meet patient needs.
- Effectively manage own time, workload and resources.

Job Summary
- Secretary Communication: The post-holder should recognise the importance of effective communication within the team and will strive to:

- Communicate effectively with other team members.
- Communicate effectively with patients and carers.
- Recognise people’s needs for alternative methods of communi