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Job description

We are a growing GP Practice with surgeries at Beckington and Frome. We are strengthening our support team and recruiting for the following part-time role:

Part-Time Medical Secretary

Monday to Thursday

We are seeking a Medical Secretary who is highly motivated and has excellent communication skills to liaise with patients and clinicians. Absolute discretion when handling confidential information and the ability to prioritise is vital. Accurate computer keyboard skills and general IT competency is essential as we use a variety of specialist software. This is an interesting and challenging role that requires good organisational skills and meticulous attention to detail, working as part of a friendly and supportive practice team. The team of medical secretaries also provide support to the Practice Manager and colleagues. Experience in the role and knowledge of EMIS are preferable.

The ability to work flexibly to cover extra sessions is an express requirement for this role.

The secretarial office is staffed from 8:00 to 16:30 Monday to Friday.

Job Summary

To be responsible for the provision of an efficient, comprehensive secretarial and administrative support service to the Practice.

To undertake these duties without direct supervision, working within broad procedural guidelines.

To ensure that total confidentiality is maintained in that no information about patients or other members of staff, either medical or personal, is disclosed to persons other than those employed by, or attached to, the Practice for which such information is relevant.

Good communications are extremely important within the Practice, with patients and with outside agencies.

Special Requirements for the Post

• Accurate keyboard skills and computer literacy
• Excellent communication skills
• Ability to organise and prioritise own workload
• Ability to use own judgement, resourcefulness and common sense
• Understanding, acceptance and adherence to the need for strict confidentiality
• Willingness to attend training courses from time to time

Key Responsibilities

• To deal with patient enquiries, exercising initiative with regard to action necessary, sending tasks etc (all clinical queries are referred to clinical staff)
• To prioritise all correspondence whether from workflow task, email or other
• Typing patient referral letters from workflow tasks, templates or generating them from consultations
• Typing miscellaneous correspondence, reports, minutes of meetings etc as required
• To communicate with and liaise between all staff departments as necessary
• To help and support colleagues within your team, including cover for annual leave and sickness
• To use the computer on a daily basis to type and save all correspondence using the Practice clinical system, EMIS Web medical information system
• Attending and supporting practice meetings
• Dealing with emails and actioning appropriately
• To use Word software for any miscellaneous typing as required
• To use Excel spreadsheets as necessary
• To use a variety of specialist software
• Code all referrals in the clinical system
• Take messages when appropriate
• Deal with any telephone enquiries and always answer the telephone with a polite and professional manner
• Check on all urgent/2 week wait referrals that have been emailed or processed via E-referrals to ensure that they have been received
• Perform any reasonable administrative tasks as requested
• To assist reception in the cancellation of surgeries due to sickness etc by contacting patients and to re-appoint either by text, letter or telephone if required
• To sort and distribute incoming mail appropriately
• File any correspondence as required
• Photocopying as required
• Dealing with patient queries regarding correspondence, referrals and pathology results. Results line is open between 9.30 and 4.00 Monday –Friday
• Taking messages for GPs
• Liaison with the Patient Participation Group

Collation of Information

Support the Practice team in achievement of keeping medical records updated by ensuring the following:

• Collation of patient information using Emis Web medical information system
• Maintaining quality and accuracy of all data input
• Comply with Data Protection Act and GDPR

Working Environment

• Carry out routine checks to ensure your work station is clean and tidy at the start and end of your shift
• Ensure all equipment in your work station is operational and up to date and report any issues to your line manager
• Ensure that confidential patient information is stored and handled according to protocol and report any concerns to your line manager

Health & Safety

• Assist in promoting and maintaining your own and others’ health, safety and security as defined in the Practice Health and Safety policy. Ensure that any hazards in your working area are reported immediately to your line manager

Confidentiality

• Ensure patient and Practice information is kept confidential and secure at all times, in accordance with the Information Security and Confidentiality protocols

Performance/Professional Development

• To participate in training sessions to ensure administrative, clinical and computer skills are kept up to date with current technology and practice
• To participate in regular appraisal meetings
• To participate in regular team meetings

Equality & Diversity

• To support the equality, diversity and rights of patients, carers and colleagues according to Practice protocol

Working with Patients

• To work in partnership with our patients to help them achieve better health outcomes
• To offer a polite, friendly and efficient level of communication service to all our patients

Dignity and Respect

• To treat patients, colleagues and visitors with dignity and respect at all times

Feedback

• To listen to feedback from patients and colleagues whether this be a complaint, comment or compliment and if it cannot be dealt with immediately, ensure it is reported immediately to the Practice Manager

Care Quality Commission (CQC)

• To work within the guidelines set by CQC to ensure that the Practice is safe, efficient and provides the best possible care for patients
• To offer suggestions to the Partners on how we can improve, progress and develop all processes relating to CQC

Any Other Duties

Any other duties as may be determined by the Practice Manager and Partners

Job Types: Part-time, Permanent

Schedule:

• Monday to Friday
• Overtime

Work Location: One location