Medical Secretary

The post is part time for 20 hours per week (Wednesday - Friday) and will be based mainly at our Frampton-on-Severn surgery.

Some knowledge/experience in a medical secretary role would be an advantage, however full training would be given.

Culverhay Surgery

Wotton under Edge, Berkeley and Frampton on Severn

**JOB TITLE**: Medical Secretary / Administrator (based at our Frampton-On-Severn site)

**REPORTS TO**: Lead Secretary

**ACCOUNTABLE TO**: Practice Manager

**HOURS**: 20 hours per week

**Job summary**:
To provide general secretarial support to the doctors, health professionals and practice manager, involving audio typing skills using SystmOne and Microsoft Office (including Outlook), and general administrative work.

**Job responsibilities**:

- To assist the practice manager with clerical and administrative duties as appropriate.
- To make appointments, bookings and admissions as required. This involves the use of the ‘eReferral’ system.
- To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes 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 the completion of medical/insurance records.
- File patient records and correspondence in patient medical records (both paper and computerised records).
- Summarising of medical records of newly registered patients.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, for example consultants, patients, other medical secretaries. This would involve taking messages and dealing with appropriate queries.
- To maintain the computer clinic system in an accurate and secure manner.
- To assist with the gathering of statistics and information when required.
- To provide cover for members of the secretarial team during periods of sickness and annual leave.


**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 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.
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