Administrator / Medical Secretary

Job summary

Launceston Close Surgery is looking for a full time experienced administrator to join our friendly practice team. Our ideal candidate will have experience of general practice and preferably some medical secretary experience. This is an exciting opportunity for any individual to broaden their knowledge of general practice and increase their skill set.

The practice has approximately 5,300 patients and we are high achievers for QOF and other patient care targets. The practice is very family orientated practice of many years standing and has a variety of healthcare professionals and admin staff including GPs, an ANP, pharmacists, practice nurses, a healthcare assistant, a GP Assistant plus reception and admin staff.

Main duties of the job

The role involves many aspects of general practice administration from call and re-call systems for patients to dealing with insurance companies, solicitors, DVLA, patients employers, DWP and other agencies as well as the wider healthcare team which includes the Primary Care Network and many partners in the care community.

The role also involves covering for the medical secretary which involves all aspects of the medical secretaries role from typing referral letters to dealing with patient queries and everything that goes with this role.

About us

The practice has approximately 5,300 patients and we are high achievers for QOF and other patient care targets. The practice is very family orientated practice of many years standing and has a variety of healthcare professionals and admin staff including GPs, an ANP, pharmacists, practice nurses, a healthcare assistant, a GP Assistant plus reception and admin staff.

Job description

Job responsibilities

JOB DESCRIPTION - LAUNCESTON CLOSE SURGERY - WINSFORD

Job Description: Administrator/Medical Secretary

General Medical practice

Job Title: Administrator/Medical Secretary

Responsible to: Care Co-ordinator, Practice Manager and GPs

Reports to: Care Co-ordinatorand Practice Manager

Main Purpose of Job:

To provide general administrative support to the Practice Manager, Doctors and other healthcare professionals. To provide general assistance to the Practice team and project a professional, positive and friendly approach to patients and others. To deal with the call and re-call for QOF, IIF, DES and the GP Contract and other targets from various sources including the Primary Care Network and NHS England. To deal with general administrative duties such Near Patient Testing patients, Copies of Medical Records for Insurance Reports and Subject Access Requests, Deal with forms from various sources such as DWP, DVLA, Medicals, Employee Reports.

Main duties:

1) To provide an effective call and re-call service for patients on the practices chronic disease registers in an accurate and timely manner.

2) To provide an effective call and re-call service for patients who fall into specific groups for Impact and Investment Funding, the PCN Direct Enhanced Service and targets set by the GP Contract, the PCN and NHS England.

3) To make sure that patients who are on Near Patient Testing drugs are regularly followed up and blood tests undertaken either by the hospital or by the surgery and book appointments where appropriate.

4) Provide copies of medical records and correspondence for Insurance Reports where appropriate.

5) Deal with subject access requests coming through various channels.

6) Deal with requests from solicitors for copy records and other information.

7) Deal with requests from DVLA for forms and medicals.

8) Deal with HGV and Bus forms and medicals.

9) Deal with requests for reports from patients employers

10) Deal with requests from MOD for patients wishing to recruit to the armed forces

11) Deal with DWP and PIP forms

12) Deal with Firearms Licence requests

13) Deal with Fostering and Adoption reports and medicals

14) To provide Medical Secretarial cover in the absence of the Medical Secretary dealing with all aspects of that role.

15) Attend Protected Learning Time sessions and keep mandatory training up to date

16) Participate in meetings and provide statistics as required by the practice.

Premises:

1) Open up premises at the start of the day (as per instructions) when first to arrive, de-activate alarm and make all necessary preparations to receive patients as per open-up procedure.

2)When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated as per end of day procedure.

3)Ensure that all new patients are registered onto the computer system promptly and accurately.

4) Make and serve refreshments for meetings if requested, ensure the kitchen is kept clean and tidy and tidy the waiting room in turn with other staff.

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.

Data protection is a top priority for the Company. The Data Protection Act places obligations on the Practice to ensure that data is processed lawfully and stored according to its strict provisions. You are required to uphold the Companys data protection policies when dealing with information about patients, carers colleagues and other healthcare workers. Our work is of highly confidential nature and information gained must not be communicated to other persons except in the recognised course of duty. Unauthorised disclosure of confidential information will result in disciplinary action and may lead to your dismissal.

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 special category 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 & Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with the Practice policies and procedures, and current legislation. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues. Behaving in a manner which is welcoming to 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 appraisal, including taking responsibility for maintaining a record of their own personal and/or professional development. Taking responsibility for their own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work. Attend all relevant annual updates. Inform the lead GP and Practice Manager of any concerns regarding the role and any professional development needed. Be aware of your own professional boundaries and what to do when you have reached them. Attend PLT sessions, staff meetings and undertake mandatory training.

Quality:

The post-holder will strive to maintain quality within the Practice, and will:

Alert other team members to issues of quality and risk. Work to practice protocols Assess own performance and take accountability for own actions, either directly or under supervision. Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance. Work effectively with individuals in other agencies to meet customers needs.

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members. Communicate effectively with patients and carers. Be familiar in all mediums of communications such as emails, tasks, telephone, docman etc. Recognise peoples needs for alternative methods of communication and respond accordingly. Communicate effectively with outside agencies. Communicate clearly with the Practice Manager and Supervisor.

Contribution to the implementation of services:

The post-holder will:

Apply Practice policies, standards and guidance. Discuss with other members of the team how the policies, standards and guidelines will affect own work. Participate in audit where appropriate.

The above list serves to illustrate the scope and responsibilities of the post and is not intended to be an exhaustive list of duties. You will be expected to perform different tasks as necessitated by the development of this role as the practice develops, and the overall business objectives of the practice change.

Person Specification

Experience

Essential

Able to provide medical secretary skills to RSA III standard.

Desirable

Experience of working in general practice.

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