Medical Secretary

**JOB TITLE: MEDICAL SECRETARY**

**REPORTS TO: DEPUTY PRACTICE MANAGER**

**HOURS: 25+ per week - must include a Monday and a Friday.**

**Job summary**:
We are a successful and progressive team based in the beautiful outskirts of Bath. Due to growth of our patient list we are looking for a forward thinking and highly motivated Medical Secretary to join our team. Rated outstanding by CQC, we believe in clinical excellence, working in a supportive, engaging environment which focuses on patient centred care.

Working under the direct supervision of the Deputy Practice Manager and strictly in accordance with specific practice guidelines and protocols, you will assist the practice clinical team in the provision and delivery of efficient patient care by offering administrative support.

**Duties and responsibilities**:

- Audio typing of correspondence for all Doctors, Practice Manager and occasionally other members of staff as requested.
- Deal with all practice referrals.
- Entering and coding hospital referral information on to database.
- To liaise when requested with hospitals, consultants, appointment clerks etc. in order to arrange/chase appointments. Chasing results/discharge summaries etc from hospitals when requested by doctors
- Dealing with requests via tasks from GPs, ie. ringing or writing to patients TCI.
- Taking and relaying of messages to doctors using tasks or notifications.
- Registration of new patients and change of patient details via TPP.
- Team meetings - prepare agendas, distribute minutes, action points.
- Production of Practice leaflets and information booklets.
- Downloading of all referrals forms to TPP and keeping hard copy.
- Downloading all Out of Hour reports, and child health clinic letters for distribution to doctors.
- Dealing with patient enquiries on the telephone and face to face.
- Sorting and dispatching of post on a daily basis, and purchasing of stamps when required.
- To process insurance reports.
- Photocopy of patient medical notes when required.
- Monthly Invoicing
- To assist Receptionists/Admin teams or provide admin support when requested to do so by Operations Manager or Practice Manager.
- Attend all admin team meetings and training afternoons.

**Confidentiality**:

- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- 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

**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, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will 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
- Actively reporting of health and safety hazards and infection hazards immediately when recognised.
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
- Undertaking periodic infection control training (minimum annually)
- 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 recognizes 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