Hybrid Medical Secretary

Are you looking for a new challenge? Job security? A chance to help make a difference to the local community? We are seeking an experienced medical secretary with excellent computer, interpersonal, customer service and organisational skills to join our team, and provide general secretarial support to the doctors and health care professionals involving word processing and audio typing skills alongside general clerical work. A good telephone communication manner is essential. The right candidate will have a methodical approach to fluctuating workloads, the ability to work under pressure, and as part of a fantastic medical admin team, with a consistent positive and can-do attitude. We are looking to recruit for this role as quickly as possible and will review applications regularly, so the job may close early if a successful candidate is found.

Main duties of the job

• Provide general secretarial support to the doctors and health care professionals involving word processing and audio typing skills.
• Provide administrative support, and help cover annual leave and sickness when required.

Job responsibilities

• Referrals: Generating NHS and private referrals and associated admin from both dictation and written requests from clinicians. Send all referrals via Referral Management Service RMS or as appropriate. Monitor 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 an efficient typing and word processing service for GPs and Health Professionals as required, including the typing of letters, reports, patient referrals, minutes, etc., in an accurate, timely and quality manner.
• Assess the urgency of outgoing correspondence, consulting where appropriate, and act accordingly.
• Co-ordinate and dispatch outgoing correspondence, internal mail, external mail, and emails.
• Establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• Complete tasks from GPs and other clinical staff, such as chasing hospital appointments, letters, etc.
• 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.
• Provide cover for other members of the secretarial/admin team during periods of sickness and annual leave, which may include answering telephone calls from patients and supporting the triage team.
• Assist in the training of any secretarial staff.

Clinical Governance

• Ensure the practice’s ongoing compliance with the CQCs Care Quality Commission essential standards of quality and safety.
• Contribute to the development and maintenance of sound clinical governance and risk management.
• Support the development/implementation of any new ways of working policies that need to be introduced.
• Support in operating a quality assurance but no-blame culture that adheres to best practice around incident reporting and whistle blowing.

Engagement with Patients, Internal and External Stakeholders

• Initiate, develop and maintain excellent third-party relationships e.g. with NHSE Area Teams, sub-contractor providers, patient groups, local community health teams and other stakeholders to grow, maintain and support service and performance delivery.

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.

Qualifications

• European Computer Driving Licence (ECDL)
• NVQ level 3 in administration or RSA level III.
• Proficient and accurate audio typing skills or equivalent experience.

Experience

• Understanding of Choose & Book referral processes.
• Understanding of locally commissioned services.
• Demonstrate understanding of key functions of a secretarial role.
• Experience of working in a 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.
• Experience of working in primary care.
• Secretarial experience preferably in a medical environment.
• Knowledge of General Data Protection Regulation (GDPR) and the Access to Medical Records Act.
• Previous experience of working in a pressured environment.

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.