Medical Secretary
1 week ago
**Framlingham Medical Practice**
**Job Title**: Medical Secretary
**Accountable to**: Practice Manager
**Reports to**: Administrator Team Lead
**Hours**: 16.5 hours a week
**JOB SUMMARY**
Framlingham Medical Practice are currently looking for someone to join our team as a Medical Secretary. You will be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.
Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).
**MISSION STATEMENT**
Our mission is to improve the health and wellbeing of all our patients in Framlingham and the surrounding villages, through the provision of high quality, easy accessible health care.
The following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
**PRIMARY KEY RESPONSIBILITIES**
In addition to the primary responsibilities, the Medical Secretary may be requested to:
- Typing letters, reports and associated documentation as required
- Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
- Managing all enquiries in an effective manner
- Maintaining an accurate referrals database
- Processing calling letters as requested
- Scanning patient related documentation and attaching scanned documents to patient’s healthcare records
- Inputting data into the patient’s healthcare records as necessary
- Processing referrals using the electronic referral system (ERS) and C the Signs
- Processing requests for information i.e., SAR, insurance/solicitor’s letters and DVLA forms
- Coding data on the clinical IT system
- Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
- Managing all 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
**SECONDARY KEY RESPONSIBILITIES**
In addition to the primary responsibilities, the Medical Secretary may be requested to:
- Partake in audit as directed by the audit lead
- Partake in research admin as directed by the Partners
- Produce meeting agendas and record the minutes of meetings
**All staff have a duty to conform to the following**:
**Equality, Diversity and Inclusion (ED&I)**
A good attitude and positive action towards Equality Diversity & Inclusion (ED&I) creates an environment where all individuals can achieve their full potential. Creating such an environment is important for three reasons - it improves operational effectiveness, it is morally the right thing to do and it is required by law.
Patients have a responsibility to treat other patients and our staff with dignity and respect.
**Safety, Health, Environment and Fire (SHEF)**
This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety.
The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.
All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements.
**All personnel are to comply with the**:
- Health and Safety at Work Act 1974
- Environmental Protection Act 1990
- Environment Act 1995
- Fire Precautions (workplace) Regulations 1999
- Other statutory legislation which may be brought to the post holder’s attention
**Confidentiality**
The organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality.
It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staff must protect patient information and provide a confidential service.
**Quality and Continuous Improvement (CI)**
To preserve and improve the quality of this organisation’s outputs, all personnel are required to think not only of what they do but how they achieve it. By continually re-examining our pro
