Medical Secretary

Job summary

Diamond Health Group have an exciting opportunity to recruit ahighly motivated individual to join our well established practice team. Thesuccessful candidate will be working alongside our current practice secretaryto provide effective secretarial support for our GP Partners, clinical team andact as a key point of contact for external agencies.

The hours for the position will be 30 hours per week to be worked over 4 or 5 days. If 5 days are preferred, the practice is happy to offer a working pattern that fits with school hours. Fulltraining and support to be provided. We offer 27 days annual leave per year(pro rata) and enrolment in the NHS Pension Scheme.

Main duties of the job

We are seeking a team player who is well organised and has excellentverbal and written communication skills. Good IT skills are essential for therole and the candidate should be proficient with Microsoft Office. We arelooking for someone who can prioritise tasks, is flexible, and would be able tocover holidays and sickness.

To type referral letters and any associated correspondence for all doctors, ensuring that urgent letters are dealt with in order of priority and in accordance with the practice referral procedure To process referrals through the electronic referral system (ERS) and deal with any associated queries Manage the ERS workflow ensuring tasks are actioned and dealt with in a timely manner To ensure that all electronic referral forms are kept up to date and new ones imported as appropriate To provide support to the clinicians with dictation software and to deal with any problems that may arise Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently Action tasks and/or emails in a prompt manner Answer incoming phone calls relating to referrals and hospital secretaries, dealing with the callers request appropriately Process and record information regarding private fee work

About us

Diamond Health Group is situated in central Yeovil, with a branch site on the outskirts at Abbey Manor Park; we are an established and dynamic Practice, with a list size of approximately 14,000 patients. We are a forward-thinking organisation with a multi-professional workforce striving to provide high quality care, education and training. Hendford Lodge Medical Centre is accredited as a training practice and believes in building for the future, having a strong track record of training a range of both health professionals and non-clinical staff.

We offer 27 days annual leave per year (pro rata) and enrolment into the NHS Pension Scheme.

Job description

Job responsibilities

Job Responsibilities

Referrals

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, and patient referrals in an accurate, timely and quality manner.

Utilising e-referrals and maintaining an up to date and comprehensive knowledge of referral destinations and specialist clinics where required advice and guidance requests.

Dealing with clinician queries chasing replies or test results from hospitals, finding a speciality doctor or hospital, sending referrals to another hospital/consultant as needed.

Processing all referrals and other documents. This involves creating referrals via Emis, printing and posting paperwork to patients- also dealing with phone calls from patients regarding queries mislaid paperwork, changing clinic types and changing referral urgency.

Processing referrals from patient clinical documents without the need for additional clinical input.

Having sufficient knowledge to create onward referrals with minimal input from clinicians.

Being the first point of contact for hospital queries such as emails and calls from hospital secretaries.

Dealing with queries from patients regarding referrals. This includes chasing or following up with clinicians if referrals have not been made.

Prioritising referrals based on clinical need and urgency.

Private fee work:

Process and record all incoming requests relating to private fee work insurance, DWP, DVLA, requests for medical reports and requests by patients for private letters etc

Recording and tracking the progress of private fee requests on a spreadsheet.

Calculating fees based on pre-agreed practice costs and charges and sending invoices to patients and third party companies for private fee work.

Photocopying and printing medical records to support insurance applications.

Completing certain sections of insurance reports before passing to the clinician for completion.

Utilising IGPR system for medical report and requests.

Completing sections of reports based on knowledge of reports and what information is needed. Completing pre-payment forms and checking for payments with Practice Manager. Once payment is received then assigning report to GP to complete before sending off to insurance provider once completed.

Dealing with queries with regards to private fee work. This will include speaking with patients, insurance companies and any other outside agencies. If a query differs from practice protocol or there is an issue with processing a request, then liaising with the GP will be required.

Subject Access Requests (SARS):

Process and record all Subject Access Requests, including utilising IGPR system.

Arranging for required records to be available for GP to redact and check when required (whether this be printed records or via IGPR).

Once the records are redacted, arranging for them to be made available to the patient or third party that made the original request. If the request is via IGPR then the records will be securely emailed directly. If paper records are printed, then these will need to be released in line with practice policy.

Full job description attached.

Person Specification

Experience

Essential

Experience of working with the general public Experience of using a clinical medical system, or similar Experience of Microsoft Office software Experience of administrative duties

Desirable

Experience of using Emis Web Knowledge of primary care in the NHS Experience of audio typing Experience of working in a health care setting as a Medical Secretary

Qualifications

Essential

5 GCSEs or equivalent, including English and Maths

Desirable

NVQ 3/AMSPAR

Skills

Essential

Excellent communication (oral and written) skills and outstanding interpersonal skills Excellent keyboard and computer skills Ability to listen and empathise Appropriate IT knowledge, skills and experience Competent in the use of Microsoft Office and Outlook Negotiating skills and problem solving Good time management Ability to follow policy and procedure

Qualities

Essential

An understanding, acceptance and adherence to the need for strict confidentiality Ability to use own judgement, resourcefulness and common sense Ability to work without direct supervision and determine own workload priorities Ability to work as part of an integrated multi-skilled team Pleasant and articulate Able to work under pressures Able to work in a changing environment Able to use own initiative Honest, caring, pleasant, sympathetic, good humoured and displays integrity at all times Willing to work flexible hours as necessary Empathetic understanding of patients needs and expectations

Other

Essential

Current driving licence & car driver

Desirable

Flexibility to work outside of core office hours

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