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Medical Secretary

2 months ago

Saint Ives, United Kingdom Grove Medical Practice Full time

Job summary

We are lookingfor an enthusiastic Medical Secretary to join our Support Team. Focusing on GP & Clinical Admin, you willprocess outgoing referrals and tasks initiated by the GP and Nursing Teamincluding routine, urgent and two-week wait referrals. Liaising with hospitals, consultants andother providers you will help arrange and expedite appointments andinvestigations, patient transport and support patients with their enquiries. Knowledgeor experience of SystmOne and/or ERS would be an advantage but full training isavailable.

You must beable to demonstrate excellent organisational and communication skills and beable to prioritise your workload. A flexible, professional and enthusiasticapproach is essential along with the desire to deliver an excellent service toour patients.

Main duties of the job

Provide an effective and efficient audio, copy typing and word processing service for the GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums etc in an accurate, quality and timely manner. Process patient referrals NHS eReferral system selecting the appropriate speciality and clinic. To assist in the processing of all 2WW (2 week wait) referrals within the appropriate timescale. To maintain a working knowledge of the local NHS services, including the clinics and specialties available, referral criteria and requirements and the appropriate forms and/or systems to be used. To liaise with other healthcare services to expedite patient referrals and/or appointments and to chase and/or request repeat copies of patient results, outpatient clinic letters and or patient discharges. To make patient appointments, bookings and arrange admissions as and when required.

About us

We are a friendly surgery located in the historic Cambridgeshiremarket town of St Ives. We are lookingfor a GP to join us and help to provide holistic, continuity of care for ourpatients.

Job description

Job responsibilities

Job Summary:

To provide administrative support to the Practice focusing on processing outgoing referrals and tasks initiated by the GP and Nursing Team.

To ensure that administrative and clerical duties are completed within the Practice guidelines and policies.

Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies.

Delivering Remarkable Customer Service

Underlining everything you do is the requirement to play your part in the delivery of remarkable customer services to our patients, internal colleagues and external stakeholders. This applies in all of your dealings. There are many elements to delivering remarkable customer service but common throughout are requirements to listen and be responsive, always ensure patient and customer messages and requests are passed on and ensure any mistakes or omissions and possible improvements that are identified are shared with your manager.

Job Responsibilities:

The duties and responsibilities to be undertaken by members of the Support Team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Support Team Leader, Operations Manager or Practice Business, depending on current and evolving Practice workloads and staffing levels:

GP & Clinical Admin

Provide an effective and efficient audio, copy typing and word processing service for the GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums etc in an accurate, quality and timely manner. Process patient referrals NHS eReferral system selecting the appropriate speciality and clinic. To assist in the processing of all 2WW (2 week wait) referrals within the appropriate timescale. To maintain a working knowledge of the local NHS services, including the clinics and specialties available, referral criteria and requirements and the appropriate forms and/or systems to be used. To liaise with other healthcare services to expedite patient referrals and/or appointments and to chase and/or request repeat copies of patient results, outpatient clinic letters and or patient discharges. To arrange patient transport as and when required in accordance with current local guidelines and restrictions. To make patient appointments, bookings and arrange admissions as and when required. To complete all Practice tasks assigned to you and to contribute to the completion of tasks assigned to the Support Team. Identify scanned completed medical reports and pass to the Finance Manager for invoicing before dispatch. Ensure items for patient collection have been paid for in advance and are scanned, enveloped and passed to Reception. Telephone patient to advise that the report is ready and the cost. Action and complete all GP & Clinical Admin requests received by email, manual note or S1 task including contacting the patient where appropriate to arrange any follow-up tests or appointments or liaising with other healthcare agencies to chase results or referrals or to arrange or cancel further care. Provide liaison between the Practice and community based nursing services including ICMT, Intermediate Care and the District Nursing Teams to facilitate care and support for patients as required Referrals To liaise with patients and other health agencies by telephone as required, providing a polite, constructive and effective telephone support service. To provide incoming telephone call support to the team as required, action requests and/or taking messages as and when appropriate. To assist the Support Team Leader and/or Practice Manager with clerical and administrative duties as required. To maintain appropriate entries and record keeping in the Practice clinical system as required by your role and duties. To run reports and data searches as and when requested to do so and submit the data to the Practice Manager. To retrieve and file manual patient records as required. Contribute to the maintenance and running of the Practice Gold Standards and Child Protection Registers and any waiting lists. Support the Practice with multi-disciplinary work including complex case and admission avoidance referrals. Maintain and action incoming emails to the Practice admin email account action work as required. Provide ad-hoc support to the Reception & Admin Team as required, including relief reception and/or telephone cover and cover for meetings, training or staff absence as directed. Undertake any other additional duties appropriate to the post as requested by the Partners, Practice Business Manager.

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 holders role Undertaking periodic infection control training (minimum annually) 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 peoples 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 which 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 as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

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

Alert other team members to issues of quality and risk 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 patients needs Effectively manage own time, workload and resources

Communication:

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

Communicate effectively with other team members Communicate effectively with patients and carers Recognize peoples needs for alternative methods of communication and respond accordingly Person Specification

Qualifications

Essential

Good standard of general education GCSE Mathematics GCSE English

Desirable

NVQ in Customer Service

Experience

Essential

Practical experience of working with others Experience of using own initiative Experience of customer service

Desirable

Experience of working within a General Practice environment Practical experience of using computerised recording systems Experience supporting people with individual needs