About this role
Job summary
Mission Practice is looking for an experienced Medical Secretary to join our multidisciplinary team. This exciting opportunity has arisen as the practice is looking to further develop the clinical support team to assist our clinicians to deliver high quality patient care to our diverse patient population in Tower Hamlets, by appointing a second part-time medical secretary to support our existing medical secretary and to work collaboratively as a team.
We are looking for an applicant who will help maintain our high standards of care with a strong patient centred focus in a highly supportive environment
Main duties of the job
The successful candidate will be responsiblefor undertaking a wide range of secretarial and administrative duties and provide 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).
About us
The Mission Practice is a surgery serving approx 12,500 patients in E2. We have a passion for whole person care, reflected in our diverse staff mix which includes, social prescribers, pharmacists, nursing and HCA teams an ACP, a PA and a chaplain. We strive to tackle health inequalities and are concerned that we particularly care well for our most vulnerable patients, including asylum seekers and those with co-morbid mental health, substance misuse and social challenges. We are passionate about valuing every member of the team and caring well for each other in this challenging work, this is reflected in our weekly lunches together on a Thursday and whole practice weekly meetings where we can share the joys and challenges together. We are looking forward to welcoming this new role into the practice as we continue to provide and evidence excellent quality care amidst the challenges in the current climate.
Job description Job 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:
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 incoming email
f. Processing incoming letters as requested
g. Scanning of 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. Clinically coding data on EMIS
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
p. Supporting all clinical staff with general administrative tasks as requested
q. liaise and arrange meetings including the booking of rooms, and to attend meetings and take minutes.
r. To provide support to clinicians involved the medical training programmes taking administrative responsibility for teaching and training at the practice.
To liaise with colleges regarding students To keep accurate records. To produce timetables for students time at the practice. To be a point of contact and to oversee students during their time at the practice. s. To liaise with our existing full time medical secretary to manage the workload and cross cover for periods of annual and sick leave.
Secondary responsibilities
In addition to the primary responsibilities, the Medical Secretary may be requested to:
a. Partake in audit as directed by the audit lead
b. Produce meeting agendas and record the minutes of meetings
c. Support reception staff, providing cover during staff absences
d. Complete opening and closing procedures in accordance with the duty rota
Person Specification
Experience Essential
Experience of working in a healthcare setting as a medical secretary Experience of working in a multidisciplinary team Experience of working with the general public Experience of using ERS referral management system
Desirable
Experience of using the EMIS clinical system Experience of using IGPR SARs and medical reporting system
Knowledge and Skills Essential
Excellent communication skills (written and oral) Strong IT skills, including audio typing Clear, polite telephone manner Competent in the use of Office and Outlook Effective time management (planning and organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving and analytical skills Ability to follow policy and procedure
Qualifications Essential
Educated to GCSE level or equivalent
Desirable
GCSE Maths and English (C or above) NVQ Level 2 in health and Social Care
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 The Mission Practice
Address 208 Cambridge Heath Road
London
E2 9LS
United Kingdom
Employer's website https://www.themissionpractice.nhs.uk/ (Opens in a new tab)