Medical Secretary

Folly Lane Medical Centre Medical

Secretary Job Description Job Title

Medical Secretary Responsible To

Practice Manager/Operation Manager

The Purpose Of The Post

To provide a high quality, professional secretarial and administrative service to patients, doctors, staff, colleagues, health service professionals and others. The person will be expected Main Duties And Responsibilities 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: Typing letters, reports and associated documentation as required Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently Managing all enquiries in an effective manner Maintaining an accurate referrals database Actioning all incoming email Processing calling letters as requested Scanning of patient related documentation and attaching scanned documents to patients healthcare records Inputting data into the patients healthcare records as necessary Processing referrals using the electronic referral system (ERS) Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms Clinically coding data on SystemOne Answering incoming phone calls, transferring calls or dealing with the callers request appropriately Managing all administrative queries as necessary Carrying out system searches as requeste Maintaining a clean, tidy, effective working area at all times Supporting all clinical staff with general administrative tasks as requested. Assignment Of Work 1. The post-holders work assignment is determined by the requirements of the Practice, GP Partners, the Practice Manager and the patients. 2. The Practice Manager provides immediate line-management for the post-holder. The post holder will take instruction on a day to day basis from the Operations Manager. However, the post-holder is expected to be self-directed and self-motivated using their own initiative and requiring minimum input from the Operations Manager, once the probation period has been completed. 3. The Post-holders work is formally reviewed at 4 weeks, 2 months and 3 months during the probationary period. If the probationary period is not successfully completed a further 3 month extension can be granted. Following a successful probationary period the post-holders work will be reviewed by annual appraisal. 4. The post-holder must be proactive in forward planning, identifying and implementing improvements within and beyond their key result areas, anticipating and communicating future internal and external requirements. Decisions & Judgements 1. The post-holder is required to use her/his own initiative when dealing with problems and to make any reasonable and necessary decisions on events as they occur, including: Establishing and maintaining effective lines of communication with the GPs and Practice Manager. Communicating clearly and effectively with staff to aid the smooth running of the Practice. Responding to requests or queries for support as they arise in an appropriate and timely manner. Prioritising workload and requests for support. Making the most effective use of resources available. Using judgement and experience in helping to determine the relevant urgency of or requests for information received from patients and other external organisations. Most Challenging Aspects Of The Job Managing the many conflicting priorities that the post requires. Ensuring clear protocols for the prioritisation of work. Providing and maintaining a professional and effective dialogue with patients. Physical, Mental, Emotional And Environmental Demands Of The Job The post-holder is required to have keen hand/eye co-ordination to undertake his/her primary task. The post holder is required to be methodical and work to a structure, seeing problems through to their satisfactory conclusion. The post-holder is required to work in a well-organised and professional manner to meet the demands of the work, maintaining concentration and accuracy. The post-holder is often required to work independently of others and to be self-determined. The post holder is required to communicate effectively and possess an aptitude for dealing with potentially difficult or demanding situations. Knowledge, Training And Experience Required To Do The Job The post-holder must be understanding and approachable to patients and able to respond to patient requests. The post-holder is required to have well-developed keyboard skills. The post-holder must be able to communicate effectively and collaboratively across varied staff disciplines. The post-holder must clearly understand the importance of maintaining patient and data confidentiality. Communication And Relationships Internally with the GPs, Practice Manager and colleagues to help ensure that practice aims and objectives are met. Internally and externally with colleagues, healthcare professionals and others within the Primary and Secondary Care sectors with regard to the needs of the Practice and the needs of patients registered at the Practice. Externally with patients registered at the Practice. Housekeeping Ensuring premises are kept clean and tidy between visits from the cleaning staff. Other Duties It is important that all members of staff are prepared to take on additional duties or relinquish existing duties in order to maintain efficient running of the Practice. The Practice Manager/Partners reserve the right to redistribute duties and functions among members of staff from time to time, and requests for such changes shall not be unreasonably refused.

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.