Medical Secretary Lead in Barnstaple

Duties and responsibilities:

• Management and leadership of the Secretarial teams, including appraisals and team meetings.
• Provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required, including typing letters, reports, patient referrals, minutes, memorandums etc. in an accurate and quality manner.
• Use of the Choose and Book system to assist in referral of patients to hospitals of their choice, including sending out relevant documentation to the patient.
• Resolve problems related to the Choose and Book system, including changes to place of referral and dealing with rejected referrals.
• Inform GPs of new services available on Choose and Book.
• Assist the management team with clerical and administrative duties.
• Make appointments, bookings and admissions as required.
• Liaise and arrange meetings, including booking of rooms, and attend meetings to take minutes.
• Establish and maintain filing and administrative systems for easy access to information.
• Retrieve medical records and assist in the completion of medical/insurance records.
• File patient records and correspondence in patient medical records.
• Receive incoming and initiate outgoing telephone calls to deal with appropriate queries.
• Assist with gathering statistics and information when required.
• Provide cover for members of the secretarial team during periods of sickness and annual leave.
• Maintain adequate supplies of office stationery to perform secretarial duties.
• Receive and dispatch mail and maintain a pending system.
• Facilitate and complete all admin for the GSF, Frailty and Community meetings.
• Efficiently process referral letters and medical reports.
• Coordinate and administer requests from Solicitors, Partners and GPs for patient records in line with the Access to Medical Records Act.
• Maintain a system for monitoring payments invoiced and received for non-NHS services undertaken by the Practice.
• Maintain and implement Practice Policies.
• Ensure clinical integrity of the system working with the ICB to implement their guidance.
• Support the Surgery in maintaining CQC compliance.
• Disseminate information to the whole practice team regarding any agreed system changes.
• Develop, implement, and embed efficient administrative processes and procedures (SOPs).
• Ensure all procedures are fully documented and up to date, reviewing them at least annually.
• Provide support, advice and training for current and new practice staff in the use of the clinical system.
• Develop and maintain effective communication within the practice and with relevant outside agencies.
• Foster an environment that supports staff development and encourages ideas and takes account of staff opinions.
• Encourage and develop teamwork within the practice.
• Open and lock up practice premises and maintain security in accordance with practice protocols.
• Process personal and telephone requests, ensuring callers are directed to the appropriate healthcare professional.
• Process and distribute incoming and outgoing mail.
• Take messages and pass on information.
• File and retrieve paperwork.
• Perform computer data entry/data allocation and collation; process and record information in accordance with practice procedures.
• Initiate contact with and respond to requests from patients, other team members and associated healthcare agencies and providers.
• Ensure practice records are kept relating to all items of services claims, producing monthly and quarterly reports for the office manager.
• Provide clerical assistance to practice staff as required, including word/data processing, filing, photocopying and scanning.
• Process and complete any referrals via DRSS in accordance with Practice Policies.
• Liaise with the Admin Manager to ensure adequate attendance at department meetings and minutes for Gold Standard Framework and Frailty meetings twice a month.
• Ensure all patient records are up to date and any new registrations and/or deductions are processed via the clinical system in accordance with practice policies.
• Process incoming clinical letters, code and forward to relevant person or department for further action if needed.
• Deal with and process internal tasks assigned to the office.
• Change back up tape daily.
• Manage pathology links daily.
• Process Out of hours and 111 reports daily.
• Perform any other duties as required by the line manager and the Practice Manager.