Medical Secretary in Ivybridge

An exciting opportunity has arisen within Beacon Medicalgroup to join our secretarial team for a fixed term 12 month contract.

You will be joining an experienced friendly team, supporting a large team of clinical staff, covering a wide range of clinical areas.

The role is for 23 hours per week

This role requires a forward thinking person with experience of typing, good understanding of GDPR, NHS workflows and working to tight deadlines.

The successful applicant will help provide accurate and high‑level referrals into our clinical system, processing information from other health organisations, companies & patients.

Work with a fast pace to a high quality and following all practice guidelines, policies & procedures.

The candidate must have a flexible can‑do attitude with a passion for excellence and an ability to work well within a team.

Our offer

• Induction programme
• Protected learning time
• Practice internal training events
• CPD opportunities
• Regular reviews

Employee health and wellbeing scheme (following successful probation)

• 1. An employee assistance program
• 2. Money back on everyday healthcare costs
• 3. Access to My Wellness services
• Other Benefits
• NHS Discounts
• Access to NHS Staff wellbeing services

Main duties of the job

Key Responsibilities

• Referrals
• Non NHS Business
• Personal/Professional Development
• Health and Safety
• Equality and Diversity
• Governance
• Confidentiality

Please see the attached job description for in‑depth information regarding the duties of the role.

About us

Beacon Medical Group Practice is a single practice, Primary Care Network (PCN), providing care to 43,000 patients across Plympton and the South Hams.

We are a team of Partners, Salaried GPs, Paramedics, Clinical Pharmacists, Pharmacy Technicians, , Practice and specialist Nurses, HCAs, Phlebotomists, First Contact Physios, Social Prescribers, Advanced Clinical Practitioners, Clinical Practitioners and Administrative support staff.

Our mission is to give all our patients the right care, at the right time, in the right place.

We are a forward‑thinking partnership always looking for opportunities to improve services for our patients.

We have a good reputation for delivering good healthcare, leading at scale and innovating primary care services.

This is a really exciting time to be joining us as we diversify our teams, our partnership and services.

If you join our team; you will receive support, opportunities to grow in your role, training, and work with colleagues who care about you.

• Job responsibilities
• 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, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.

• Assess the urgency of incoming and outgoing correspondence (consulting where appropriate) and act accordingly.
• Co‑coordinate and dispatch outgoing correspondence (internal mail, external mail and faxes)
• Ensure that outgoing external mail is posted to catch the last collection on each working day.

This also entails ensuring the correct postage is applied and that special action (such as recorded delivery) is taken when necessary.

• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• To be responsible for your own continuing self‑development, undertaking training as appropriate.
• To undertake other duties appropriate to the grading of the post as required.
• Must be able to work flexible hours.
• Referrals
• Send all referrals via Choose & Book or as appropriate.
• Monitor choose and book referrals, coordinating rejected referrals and maintaining data on referrals sent.
• Maintain up‑to‑date data on referrals sent, logging/ coding referrals as appropriate.
• Amend patient address/details when necessary.
• Contact patients regarding any missing information, arranging practice appointments when necessary.
• Provide support for practice delivered services, typing and sending any onward referrals including IPT (Inter‑Provider Transfers).
• Non NHS Business
• Responsible for all requests for non NHS medical reports from GPs and copies of medical records and to record details of payments received.
• Photocopy medical records and reports to satisfy reasonable requests from external organisations.
• To retrieve medical records and assist the completion of medical/insurance records.
• Maintain accurate records of invoices raised for non NHS work and update payments received.
• Non‑NHS arrange appointments for PTs to view notes and medical reports prior to dispatch.
• Monitor overdue payments and liaise with Finance Assistant to ensure appropriate steps are taken to recover fees.
• Liaise with the external compliers of private medical attendance reports.
• Liaise with patients and external organisations as necessary.
• Act as the first point of contact for GP and hospital queries.
• Undertake other administrative tasks as required. Secretaries will be responsible for the incoming and outgoing mail within their area of responsibility.
• Minute taking for meetings as requested.
• Amend patient address/details when necessary.
• Non NHS arrange appointments for Patients to view notes and medical reports prior to dispatch.
• To provide cover for other members of this secretarial team during periods of sickness and annual leave, this may require cross‑cover working at another site.
• In liaison with the clerk responsible, maintain adequate supplies of office stationery in order to perform your secretarial duties.
• To assist in the training of any secretarial staff.
• Provide administrative support for any in‑house services.
• Personal/Professional Development

The postholder 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.
• Health and Safety

The postholder 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.

• Ensure all members of staff comply with the Group’s health and safety policy.
• Carry out risk assessments to comply with current Health and Safety legislation.
• Ensure any health and safety concerns are reported to the Operations Manager.
• To be aware of and adhere to applicable practice rules, regulations, legislation and procedures, national legislation (Health and Safety, COSHH, Data Protection).
• Equality and Diversity
• The post-holder will support the equality, diversity and rights of patients, carers and colleagues.
• Act in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with group processes and policies and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner that is welcoming, non‑judgemental and respects the individuals circumstances, feelings, priorities and rights.
• The details contained in this job description are not exhaustive and may change as the post develops.
• Governance
• Identify and record risks and issues, developing contingency plans with service and contract leads.
• Ensure the PCN is compliant with health and safety policies and procedures to reflect current best practice.
• Ensure that the PCN board and Clinical director adhere to the governance structure as set out in the network agreement.
• Confidentiality
• The postholder must maintain confidentiality, security and integrity of information relating to patients, staff and the business.
• In the performance of the duties outlined in this job description, the postholder 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.

• To maintain confidentiality of information acquired in the course of undertaking duties for the practice.

Person Specification

Experience

• 2 years Secretarial experience preferably in a medical environment.
• Understanding of locally commissioned services.
• Demonstrate understanding of key functions of a secretarial role.
• Experience of working in busy environment.
• Knowledge of medical terminology and medical read coding.
• Excellent user of Microsoft Office and general IT skills.
• Demonstrate an understanding of customer, patient care, ability to work with sensitive and confidential information.
• Knowledge of Data Protection Act and the Access to Medical Records Act.
• Previous experience of working in a pressured environment.
• Clinical system one experience.
• Experience of IGPR.
• Understanding of Choose & Book referral processes.

Qualifications

• Level 2 in administration or equivalent.
• Or substantial experience in similar role will be considered.
• NVQ level 3 in administration or equivalent experience, or RSA level lll.
• Proficient and accurate audio typing skills.

Skills

• Ability to work as part of a team.
• Self‑motivated with the ability to use your own initiative.
• Ability to manage change.
• Minute and Note taking skills.
• Ability & skills to produce accurately typed correspondence from audio.
• Communication and organisational skills with the ability to prioritise.
• Proven interpersonal and communication skill.
• Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

#J-18808-Ljbffr