Full Time Medical Secretary/Administrator

Job summary

Ribbleton Medical Centre are expanding their practice team and require a reliable, experienced, full time Medical Secretary/Administrator.

Hours are Monday to Friday worked on a rota covering from 8 am to 6:30 pm. You must be flexible with working hours as you may be opening up the surgery at 8 am or covering the late shift and closing the surgery at 6:30 pm.

About the Practice

Ribbleton Medical Centre is an expanding training practice, serving a population of 8840 patients.

Our team consists of:- 3 GP Partners; 3 Salaried GP; 3 Practice Nurses; 1 Physician Associate; 1 Advanced Nurse Practitioner; 1 Clinical Pharmacist; 2 Medicines Management; 10 Receptionist/Administrative Assistants, 1 Practice Manager and 1 Assistant Practice Manager.

What we can offer you

Training and development 5 weeks annual leave pro rata, increasing to 6 weeks after 5 years Enrolment into NHS Pension Scheme Competitive remuneration (dependent upon experience) AfC band 3 Modern premises Uniform

Main duties of the job

Jobresponsibilities-

Typing letters, reports and associated documentation as required Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently Managing all enquiries in an effective manner Maintaining and accurate referrals database Actioning all incoming mail Scanning of patient related documentation and attaching scanned documents to patients health care records Processing referrals using the electronic referral system Processing requests for information SAR, insurance/solicitor's letters and DVLA forms Clinically coding data on Emis clinical system Answering incoming phone calls, transferring calls, making appointments Managing all administrative queries as necessary Maintaining a clean, tidy, effective working area at all times Supporting management and all clinical staff with general administrative tasks as required Complete opening and closing procedures in accordance with work rota

About us

Ribbleton Medical Centre is anexpanding training practice, serving a population of 8840 patients.

We are CQC rated as good.

Our team consists of 3 GP Partners; 3 SalariedGP; 3 Practice Nurses; 1 Physician Associate; 1 Advanced Nurse Practitioner; 1 ClinicalPharmacist; 2 Medicines Management; 10 Receptionist/Administrative Assistants; 1 Practice Manager and 1 Assistant Practice Manager.

As a training practice, we support and mentor Medical Students; Foundation Year Doctors; GP registrar and Trainee Physician Associates.

Job description

Job responsibilities

Job Description:

To provide general secretarial support to the Practice Management, doctors and health professionals. Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way. 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.

Job responsibilities:

Secretarial:

Check and action the practice emails throughout the day Scan paper referrals to patients records and then email to appropriate recipient/clinic Create NHS e-referrals on Emis. Create referral letter on word processing Acknowledge medical reports and send invoice accordingly Create reports for GP to view Send/email medical reports once complete Send DNAR forms and scan to patients record Send death certificates and cremation forms Scan USS/X-ray cards to patients record and send to department via email/post Scan any new incoming letters/documents to patient record and action accordingly Create letters and send to other healthcare professionals on behalf of the GPs. Action tasks and respond to patient queries Action any safeguarding reports or documents and liaise with GP and other healthcare professionals

Reception

Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice Deal with all general enquiries and explain practice procedures when required Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed Handing completed repeat prescriptions to patients and checking names and address Advise patients of relevant charges for private (Non-General Medical Services) services, accept payment and issue receipts for same Check patient in for their appointments Wipe down the chairs in the waiting areas and the desks, glass and doors every hour if you are covering front reception File prescriptions, sick notes and path lab forms in alphabetical order Action tasks sent by all clinicians Check new patient registration forms have been completed correctly and check their ID Receive samples from patients and ensure they have been labelled correctly prior to sending to the lab

Appointments

Deal with practice tasks and book appointments accordingly Deal with home visits requests and check the home visit screen to provide summary printouts for the clinician Deal with late call requests Ensure total familiarity with all appointment systems including regular and incidental variations Book appointments and ensuring sufficient information is recorded to enable retrieval of the medical record When covering reception to monitor flow of patients into the waiting room ensuring the appointment system accurately reflects the arrival of patients Monitor effectiveness of the system and report any problems or variations to the Assistant Manager/Practice Manager

Computer

Registrations of new patients computer data entry and medical records Process patients changes of address, computer data and medical records (have knowledge of practice boundary) Process repeat prescription requests in accordance with practice guidelines

Telephone

Ensure prompt logging on to the telephone system Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery

Administration

To have a thorough knowledge of all practice procedures To work in accordance of written protocols Ensure adequate stationery is on the reception desk Photocopy as requested Display practice leaflets in the designated holders and on the reception desk Action out of hours and discharge reports on Emis and highlight any action to be taken Process Emis workflow in a timely manner Acknowledge incoming ABPI referrals and make appointments accordingly Add ABPI results to a spreadsheet so that they can be sent to CSU and the Practice Manager Arrange 24-hour BP appointments Order supplies from the Pathology Department Order x-ray/ultrasound cards Access Open Exeter and invite patients who are due/overdue smears and update on Open Exeter accordingly Code smear invite on Emis Run the new patient template and add date from registration form and process accordingly

Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date:

Medical records

Ensure that records are available upon request Sort and summarise incoming notes for new patients Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to Ensure correspondence, reports, results etc. are filed in correct records Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover Return patient notes to PCSE for patients that have left the practice Print deceased patients records and return with paper records to PCSE Pulling/filing notes when required and updating as necessary Deal with SAR (subject access request) from Solicitors and provide copies of medical records

Other Tasks

Ensure rooms are ready to use before and after surgeries Ensure adequate stationery in all consulting rooms Ensure all noticeboards are tidy in all consulting rooms Ensure the hand sanitisers have been filled up in all waiting areas Ensure the GP rooms are filled up with stationary and other stock Ensure building security have thorough knowledge of doors/windows/alarm Tidy the waiting area in turn with your colleagues Make and serve refreshments, ensuring the kitchen is kept clean and tidy Undertaken any additional duties appropriate to the post as requested by the Partners/Practice Manager / Assistant Manager The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation

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

Equality, diversity and inclusion:

The post-holder will support the equality, diversity and inclusion 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 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.

Safeguarding:

The post-holder will safeguard and promote the welfare of adults and children with care and support needs. Their responsibilities are:

To minimise any potential risk to adults and children with care and support needs

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

Qualifications

Essential

Qualifications 5 GCSE C or above including Maths and English

Desirable

AMSPAR Diploma (Reception/Secretarial) Basic or Intermediate Medical Terminology Course NVQ 2/3 Customer Service

Personal

Essential

Motivate self and others Smart appearance Articulate Flexibility and Willingness to accept change and new approaches.

Experience

Desirable

Previous Medical Receptionist experience in a GP Surgery Previous use of Emis Web

Skills

Essential

Communication skills-verbal (face to face and telephone) and written. Sound interpersonal skills-tact and diplomacy Handling conflict and difficult situations. Ability to work on own initiative and as part of a team Aptitude to learn and develop new skills Ability to use own judgement, resourcefulness and common sense Ability to multi-task , manage own time And prioritise urgent tasks

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