The role ofMedical Secretary is to provide secretarial support to the Practice Manager,GPs and other member of the Primary Health Care Team. The post holder willprovide a high standard of communication in daily contact with patients and allmembers of the Primary Health Care Team.. The usualplace of work will be Sundon Medical Centre.
Main duties of the job
To provide anefficient audio, copy typing service for GPs and Health Professionals asrequired. This includes the typing of letters, reports, patient referrals,minutes, memorandums etc in an accurate and quality manner.
Use of the E-Referralsystem where appropriate; to assist in referral of patients to one or morehospital(s) of their choice which includes sending out relevant documentationto the patient.
Resolvingproblems which relate to the E-Referral system. This includes changes to placeof referral and dealing with rejected referrals.
Informing GPsof new services available on E-Referral.
To assist thePractice Manager with clerical and administrative duties.
To makeappointments, bookings and admissions as required.
To establishand maintain filing and administrative systems so that written or computerinformation is easily accessible and secure.
File patientrecords and correspondence in patient medical records.
To receiveincoming and initiate outgoing telephone calls in order to deal withappropriate queries.
To assistwith the gathering of statistics and information when required.
To providecover for members of the secretarial team during periods of sickness and annualleave.
To receive anddispatch mail.
About us
SundonMedical Centre has a long-established reputation for high quality patient care,situated in north Luton close to the Luton and Dunstable Hospital, with adispensing branch surgery in Harlington village.
We are asupportive, training practice at the heart of our local community, with a teamof 5 GP Partners, 3 salaried doctors, 4 nurses, 2 nurse associates, and amental health liaison worker, as well as an expanding multidisciplinary PCNteam including clinical pharmacists, MSK practitioners, care coordinators, andsocial prescribers.
We are high QOF achieving, provide specialist diabetes care, familyplanning services, and a tier 3 minor surgery service to Luton. Appointmentsare managed through total triage to improve patient flow.
Job responsibilities
Secretarial and Administrative Duties
Provide an efficient audio andcopy typing service for GPs and healthcare professionals as required.
Type letters, reports, patientreferrals, minutes, memorandums and other correspondence accurately and in atimely manner.
Process GP referrals and ensurereferral documentation is completed, attached and sent correctly.
Use the NHS e-Referral Servicewhere appropriate, supporting patients to be referred to the hospital orservice of their choice where applicable.
Resolve issues relating toreferrals, including rejected referrals, missing information, changes toreferral location and follow-up queries.
Inform GPs and relevant staffof new or updated referral services and referral pathways where appropriate.
Support the Practice Managerand Deputy Practice Manager with clerical and administrative duties asrequired.
Make appointments, bookings andadmissions as required.
Receive, sort, scan, distributeand dispatch incoming and outgoing mail as required.
Patient Records and Information Management
Establish and maintain filingand administrative systems so that written and electronic information isaccessible, accurate and secure.
File patient correspondence andrelevant documents into patient medical records accurately.
Input data into patienthealthcare records as required, ensuring accuracy and attention to detail.
Support the gathering ofstatistics, searches and information when requested by the management orclinical team.
Ensure all patient informationis handled in accordance with confidentiality, GDPR and information governancerequirements.
Communication and Patient Contact
Receive incoming and initiateoutgoing telephone calls to deal with appropriate queries from patients,hospitals, community services and external organisations.
Communicate with patients andexternal agencies in a polite, professional and sensitive manner.
Respond to queries regardingreferrals, hospital appointments, reports and correspondence within the limitsof the role.
Liaise with GPs, clinicians,administrative staff and external services to support effective patient care.
Escalate complex, urgent orsensitive matters to the appropriate clinician or manager.
Reports, Requests and Correspondence
Support the processing ofrequests for medical reports, insurance forms, solicitor letters, DVLA formsand other private or statutory correspondence as directed.
Ensure requests for informationare passed to the relevant administrative team or clinician where appropriate.
Monitor outstanding secretarialwork and ensure deadlines are met wherever possible.
Maintain clear records ofactions taken, correspondence sent and referrals processed.
Team Support and Cover
Provide cover for members of the secretarial or administrative team during periods of sickness, annual leaveor high workload.
Work flexibly as part of thewider administration team to support the needs of the practice.
Support clinical staff withgeneral administrative tasks as requested.
Participate in training, teammeetings and practice updates as required.
Confidentiality
In the course of duties, the post holderwill have access to confidential information relating to patients, carers,staff and the practice. All such information must be treated as strictlyconfidential and must only be used for the purpose for which it is intended.Any breach of confidentiality may result in disciplinary action.
Training and Development
The practice operates an appraisal systemto review staff performance, training and development needs. The practice willprovide appropriate training to enable the post holder to carry out theirduties safely and effectively. The post holder is expected to completemandatory training and any role-specific training required by the practice.
Health and Safety
Comply with practice health andsafety policies and procedures.
Take reasonable care for theirown health and safety and that of others who may be affected by their work.
Report any risks, incidents,hazards or concerns to the appropriate manager.
Safeguarding
Be aware of safeguardingresponsibilities in relation to children, young people and vulnerable adults.
Follow practice safeguardingpolicies and elevate any concerns appropriately.
Person Specification
Qualifications
- Previous administrative or secretarial experience; experience dealing with confidential information; experience communicating with patients or the public
- Experience working in a GP practice, NHS setting or primary care environment; experience using the NHS e-Referral Service.
Skills
- Accurate typing and attention to detail; excellent communication skills; good organisation and prioritisation; ability to work calmly under pressure.
- Audio typing experience; knowledge of referral pathways; ability to support service improvement.
IT Knowledge
- Confident using Microsoft Office, email and electronic records.
- Experience using SystmOne or another clinical system.
Personal Qualities
- Professional, reliable, approachable, discreet and patient-centred; able to work independently and as part of a team.
- Flexible approach and willingness to support wider practice needs.
Knowledge
- Understanding of confidentiality and data protection.
- Knowledge of GDPR, information governance, safeguarding and CQC expectations in general practice.
#J-18808-Ljbffr…