GP Surgery Medical Secretary
- NHS
- Part Time
- Burton-on-Trent
- Negotiable
Job Description
Job summary
Alrewas Surgery is looking for 2 members to join our Medical Secretary team, one 16 hours and one 24 hours a week.A long-standing, well respected GP practice covering a semi-rural area between Lichfield and Burton on Trent, with easy vehicle access as we are situated just off the A38 close to the National Memorial Arboretum, Alrewas Surgery aims to offer a welcoming, high quality GP service to all its patients. The post is to be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.
Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).
Main duties of the job
The following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
a. Typing letters, reports and associated documentation as required
b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
c. Managing all enquiries in an effective manner
d. Maintaining an accurate referrals database
e. Actioning all incoming email
f. Processing calling letters as requested
g. Scanning patient related documentation and attaching scanned documents to patients healthcare records
h. Inputting data into the patients healthcare records as necessary
i. Processing referrals using the electronic referral system (ERS)
j. Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
k. Coding data on the clinical IT system
l. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
m. Managing all administrative queries as necessary
n. Carrying out system searches as requested
o. Maintaining a clean, tidy, effective working area at all times
Supporting all clinical staff with general administrative tasks as requested
About us
The following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
a. Typing letters, reports and associated documentation as required
b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
c. Managing all enquiries in an effective manner
d. Maintaining an accurate referrals database
e. Actioning all incoming email
f. Processing calling letters as requested
g. Scanning patient related documentation and attaching scanned documents to patients healthcare records
h. Inputting data into the patients healthcare records as necessary
i. Processing referrals using the electronic referral system (ERS)
j. Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
k. Coding data on the clinical IT system
l. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
m. Managing all administrative queries as necessary
n. Carrying out system searches as requested
o. Maintaining a clean, tidy, effective working area at all times
Supporting all clinical staff with general administrative tasks as requested
Job responsibilities
Generic responsibilities
All staff have a duty to conform to the following:
Equality, Diversity and Inclusion
A good attitude and positive action towards Equality Diversity & Inclusion creates an environment where all individuals can achieve their full potential. Creating such an environment is important for three reasons it improves operational effectiveness, it is morally the right thing to do and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that they treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire
This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety.
The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.
All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements.
All personnel are to comply with the:
Health and Safety at Work Act 1974
Environmental Protection Act 1990
Environment Act 1995
Fire Precautions workplace Regulations 1999
Other statutory legislation which may be brought to the post holders attention
Confidentiality
The organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality.
It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staff must protect patient information and provide a confidential service.
Quality and Continuous Improvement
To preserve and improve the quality of this organisations outputs, all personnel are required to think not only of what they do but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work.
The responsibility for this rests with everyone working within the organisation to look for opportunities to improve quality and share good practice and to discuss, highlight and work with the team to create opportunities to improve patient care.
At this organisation, we continually strive to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Staff should interpret national strategies and policies into local implementation strategies that are aligned to the values and culture of general practice.
All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews.
Induction
We will provide a full induction programme and management will support you throughout the process.
Learning and development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake in, and complete mandatory training as directed. It is an expectation for this post holder to assess their own learning needs and undertake learning as appropriate
The post holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments e.g., courses and conferences.
The post holder will provide an educational role to patients, carers, families and colleagues in an environment that facilitates learning. ...
