Medical Secretary

**THE ROOKERY MEDICAL CENTRE**

**JOB DESCRIPTION**

**JOB TITLE**: Medical Secretary
**MAIN PURPOSE OF JOB**: To provide secretarial services to the Partners and other appropriate members of the Practice team using Microsoft office and SystmOne medical software.
**RESPONSIBLE TO**: Data Manager

**MAIN DUTIES**:

- 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.
- To assist the Practice Manager with clerical and administrative duties.
- To make appointments, bookings and admissions as required.
- To retrieve medical records and assist the completion of medical/insurance records.
- Arranging urgent hospital appointments (rapid referrals) and ensuring correct paperwork is submitted
- Telephone contact with patients re. Appointments and other queries on referrals
- To receive incoming and initiate outgoing telephone enquiries in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate questions.
- To provide cover for members of the secretarial team during periods of sickness and annual leave.
- Maintain adequate supplies of office stationery in order to perform your secretarial duties.
- Relieving in reception to cover meetings when required
- Audit work as required
- Opening and distributing hospital post
- Taking minutes at SEA, Clinical Governance, MDT, and Palliative Care Meetings
- Responsibility for maintenance of Palliative Care register and associated related tasks. This includes ensuring that there is a 1st and 2nd On assigned, updating the OOH Adastra database, adding the correct read codes to each palliative patient, and keeping the Practice’s register current and correct.
- To assist with the gathering of statistics and information when required.
- Other secretarial duties as required

This list is not exhaustive and will also include, from time-to-time, reasonable management requests which are not included in the above.

**MINIMUM PROFESSIONAL STANDARDS & COMPETENCIES**
**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
- Demonstrate due regard for safeguarding and promoting the welfare of children.

**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 that 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 a