Medical Secretary

We are a busy GP surgery in south east London with good transport links nearby and easy parking. We are looking for a reliable, highly motivated, professional medical secretary to join our friendly team. You will have excellent communication, IT and secretarial skills. Ideally, we are looking for someone with experience of working in a medical setting, proficient in using EMIS and Docman. You will provide efficient secretarial support to the Partners and Clinicians. You will also be required to make and receive phone calls from patients, Clinicians and Consultants.

Main duties of the job

• To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the accurate typing of letters, reports and patient referrals etc.
• Manage all aspects of e-Referrals pertaining to General Practice.
• File patient records and correspondence in patient medical records by scanning onto Docman.
• Maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• To retrieve medical records and assist with the completion of medical/insurance records.
• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
• Utilising Lexacom dictation system as appropriate.
• To provide cover for members of the secretarial team during periods of sickness and annual leave.

About us

We are looking for a full time secretary although job share would also be possible. NHS Pension Scheme available.

Job responsibilities

• To perform all clerical and administrative duties.
• To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the accurate typing of letters, reports, patient referrals, etc.
• Managing all aspects of choose & book (eRS) to make appointments and bookings as required including e-Referrals.
• Using Docman to scan correspondence into patient medical records.
• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• To retrieve medical records and assist with the completion of medical/insurance records.
• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
• Utilising Lexacom dictation system as appropriate.
• To provide cover for members of the secretarial team during periods of sickness and annual leave.
• To ensure that strict confidentiality protocols are adhered to.
• To attend training sessions on behalf of the practice as required.
• To comply with health & safety procedures and report any areas of concern to the Practice Coordinator.
• To undertake any other duties as may be determined from time to time to ensure the efficient running of the practice.

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.

Performance Standards:

Confidentiality to be maintained at all times. The ability to communicate effectively at all levels, both internally and externally, thus displaying a competent and professional image of the Practice. Confident and polite manner.

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes 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 which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

The post-holder 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.

Quality:

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
• Work effectively with individuals in other agencies to meet patients needs.
• Effectively manage own time, workload and resources.

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members.
• Communicate effectively with patients and carers.
• Recognize peoples needs for alternative methods of communication and respond accordingly.

Contribute to the implementation of services:

The post-holder will:

• Apply practice policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audit where appropriate.

JOB DESCRIPTION AGREEMENT

This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post-holder commensurate with the position. This description will be open to regular review and may be amended to take into account development within the Practice. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the Practice.

Person Specification

• Qualifications: English Language GCE/GCSE or equivalent, Maths GCE/GCSE or equivalent.
• Personal Qualities: Ability to work effectively in a team or by self, Ability to think on own feet, Diplomacy, Commitment to patient care, Polite and courteous manner, Confidence and a positive outlook, Sense of humour.
• Experience: Typing qualification, Secretarial studies or business administration certification or equivalent experience, Previous medical secretarial experience, Knowledge of EMIS, Knowledge of Docman.

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.