Practice Secretary

JOB DETAILS

**Job Title: Practice Secretary**

**Location: The Lawson Practice & Spring Hill Practice**

**Reporting to : Practice Manager**

**Hours: 37.5 Hours salary dependant on experience**

JOB PURPOSE

**Main Duties and responsibilities**
- Use whatever computer software the practice requires in order to assist with the task of patient referrals i.e. e-referral
- Accurately transcribe dictation of clinical letters, medical reports and administrative letters/memos as necessary.
- Deal with effectively, in a tactful and sensitive manner, with telephone calls from patients, relatives, hospital staff and General Practitioners and other individuals or organisations; taking messages, ensuing follow-up and resolving any problems as appropriate.
- To liaise with hospitals and other agencies to obtain information regarding patients.
- Provide and maintain a high level of service to both practice staff and patients.
- Attend training relevant to their position
- To take and relay messages and information correctly for all surgery personnel.
- To operate the computerised clinical system
- Liaise effectively with patients, general practitioners, hospital staff and other professional bodies to ensure the smooth running of the services_._
- Prioritise daily tasks to achieve timescales set.
- Responsible for the dissemination of all relevant information to departments, external and internal users (e.g. dissemination of minutes, memos).
- Taking minutes of meetings, distribution of minutes/reports
- To deal with queries and the taking and processing of messages as appropriate.
- Ensure backups are taken in accordance with Practice procedure
- Knowledge of medical terminology.
- Scanning of documents into medical system including reading coding according to protocol
- Dealing with patient queries relating to your job role.
- Dealing with queries from GP/nurses and other health care professionals
- Run searches for patient follow up
- Organise postnatal and baby clinic and other clinics as needed.

**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
- Demonstrate due regard for safeguarding and promoting the welfare of children.

**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, 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 recognizes the importance of people’s righ