Medical Secretary

Job description

Job responsibilities

Duties and Responsibilities:

Secretarial

• To provide an efficient copy typing and word processing service for GPs and health professionals as required. This includes the typing/proof reading of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.
• Process and maintain referrals using the E Referral System. Maintain all workstreams within the E Referral system.
• Process patient requests via Klinik
• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• Process private work requests.
• To retrieve medical records and process requests for the completion of medical/insurance records/photocopying and Subject Access Requests requests/checking of notes and processing through data processor.
• Raise invoices and receive payments for private work.
• 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.
• To be able to retrieve test results, clinic letters, discharge summaries from appropriate computer systems, or liaise with secondary care staff.
• To assist with the gathering of statistics and information when required.
• To provide cover for members of the secretarial team during periods of sickness and annual leave.
• Maintain adequate supplies of office stationery in order to perform your secretarial duties, informing appropriate member of staff when supplies are low.
• Process requests and queries from all systems used within a clinical setting.
• Process requests and queries received via email.

Organisational

• Working as part of a team, with individual responsibilities of ensuring all secretarial tasks are completed to a high standard of professionalism.
• Organise own day to day tasks.
• Make suggestions for improving working procedures

Communication

• Communicate on a daily basis with GPs, care navigators, other clinical or non-clinical staff, health care professionals and other health centre users.
• Communicate daily with patients, face to face and via clinical platforms.
• Interface between surgery, GPs and social services, secondary health centres and community services.
• To be aware of confidentiality and communicate sensitive information in a discreet and sensitive manner.
• Communicate information, messages, results or requests for follow up appointments to patients in a tactful and clear manner. Ensure patients have understood the information that has been given to them.
• To liaise by telephone with a wide range of outside social care services, secondary health centres and other health care service providers.
• To be aware of confidentiality and communication of sensitive information in a discreet and appropriate manner.
• Deal appropriately with general enquiries and requests for information from patients and other service users.
• Ensure urgent referrals are emailed or sent via eRS the appropriate department.
• Work collaboratively with other team members and able to cover their absences across the business

Education and Research

• To participate in mandatory training, personal development plans to learn new skills as part of self and professional development.

Responsibilities common to all posts:

• To ensure that the services managed by the post holder are delivered to a high standard, and to work with the clinical governance team to ensure that appropriate systems and processes are in place, and to ensure that BVM develop an open, learning culture.
• To take personal responsibilities to ensure equalities approach in managing staff, delivery and commissioning services, as well as promoting good practice in implementing relevant statutory requirements.
• To promote effective public, user, and carer involvement in all elements of work.
• To take responsibility for their ongoing personal and professional development through the individual performance review and development process, in dialogue with their line manager.

To take account of the provisions of the Health and Safety At Work Act and:

• To co-operate and enable BVM to carry out their legal duty with regard to Health and Safety
• To not intentionally or recklessly interfere with anything provided for Health and Safety, or for welfare to work.

Dignity at Work Statement

We are committed to treating all of our staff with dignity and respect. You are responsible for behaving in a way that is consistent with the aims of our Equality and Diversity in Employment Policy. This includes not discriminating unfairly in any area of your work and not harassing or otherwise intimidating other members of staff.

Equality Statement

To act in a way that is consistent with Bridge View Medical procedures and the law relating to equality, diversity and rights, and to treat everyone with whom you come into contact equitably, with respect and without discriminating.

To recognise and appreciate that people, both colleagues and service users are different and to act in ways that are consistent with their needs and preferences.

Person Specification

Personal Attributes

• Positive attitude to work
• Adaptability and flexibility
• Accuracy
• Ability to work under pressure
• Trustworthy and reliable
• To be caring and have a warm and friendly nature

Qualifications

• Maths & English GCSE grade 4 or above / equivalent

• Maths & English GCSE grade 5 or above
• A levels or equivalent

Experience

• Ability to work as part of a team
• Ability to work independently
• Office experience/ admin experience

• Experience in Primary Care
• Experience working with confidential information
• Previous Secretarial experience and training
• Use of clinical systems software e.g. EMIS, Klinik

Skills & Knowledge

• Good interpersonal skills
• Good written and verbal communication skills
• Good IT skills MS office applications/Outlook
• Excellent attention to detail
• Excellent organisational skills
• Problem solving and task management skills

• Quickbooks

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.

Employer details

Employer name

Bridge View Medical

Address

Malago Surgery

40 St Johns Road

Bristol

BS3 4JE

United Kingdom

Employer's website

https://bridgeviewmedical.nhs.uk/