About this role
Job summary
We are a traditional and independent practice based in Solihull looking to appoint a competent and friendly Practice Secretary.
This is a permanent employed position for approx 30 hours per week spread over 4/5 days (to include Wednesday Thursday and Fridays). Working time will be for regular hours on site.
The successful applicant will have significant NHS Secretarial experience and ideally this will have been gained in general practice Salary will be subject to skills and experience.
Main duties of the job
The post holder will attend to the preparation and action of a wide variety of referrals, documents and other correspondence. Also related actions, communication, record update and admin.
Please also see the full job description.
About us
We have an Outstanding CQC rating, a purpose built building and on site car park. Hobs Moat Medical Centre provides primary medical services to approximately 11,200 patients.
Our patient population is diverse and mostly friendly and the staff are lovely. We use SystmOne and are a training practice with GP registrars. We are a forward thinking practice with patient care at the heart of our mission.
Job description Job responsibilities Job Title: Practice Secretary
Report to: Practice Manager & Assistant Manager
Job Summary:
1. Provide secretarial support for the practice to include timely and accurate preparation of correspondence, patient referrals, minutes and other documents.
2. Sending and recording of patient referrals and other correspondence to health and other organisations
3. Working closely with internal clinical and administrative staff to ensure optimal levels of patient care and timely follow up actions.
4. Liasing with external services regarding receipt and progress of referrals
5. Managing electronic referral lists, eg eRS and Advice and Guidance actions
6. Updating patients, proactively and on request..
7. Administration related to medical report requests from external sources eg legal, insurance and benefits organisations. Includes preparation sending and fee records
8. Ensuring records are updated accurately and safely, and compliant with data security, ,information governance and confidentiality standards.
9. Other miscellaneous administrative tasks such as ordering stationary, producing practice literature etc.
10. Tasks and elements of the job description may be varied with changing needs of the practice and technologies.
CORE RESPONSIBILITIES
Administration
Sending, receiving and processing of correspondence to and from various organisations providing care for our patients.
Sending, receiving and processing of correspondence to and from various organisations providing care for our patients.
Coding any correspondence and patient records as appropriate using national coding standards and rules.
Applying various tools and IT solutions to ensure the accuracy and timely actions on patient records.
Professional
Communicating clearly and effectively with patients whilst treating them with care and compassion
Complying with all mandatory training.
Actively participating in any relevant meetings.
Maintaining and updating a continuing personal development plan and portfolio. Clinical and information Governance
Ensuring full compliance with information governance standards policies around confidentially and security of patient records.
Follow protocol for preparing medical records for patient access which includes redacting third party and sensitive information. 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 will 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 and may only be divulged to authorised persons in accordance with the Practice policies and procedures. Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:
Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Actively reporting health and safety hazards immediately when recognised Keeping own work areas and general work areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Personal/Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work Quality:
The post-holder will strive to maintain quality within the Practice, and will:
Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team members Communicate effectively with patients and carers Recognize peoples needs for alternative methods of communication and respond accordingly
Person Specification
Qualifications Essential
NHS clinical secretarial experience IT housekeeping/ Microsoft Word/Excel etc Referral processes and eRS Good computer skills Good literacy and numeric skills Fast and accurate typing Excellent communication skills Excellent organisational and self management skills Ability to work on own initiative and as a team player Excellent telephone manner & written English Desire to learn Able to work and communicate effectively others Understanding of importance of patient care and confidentiality Personable, friendly and respectful of patients and colleagues Accuracy of input
Desirable
Experience of working within General Practice
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 Hobs Moat Medical Centre
Address Ulleries Road
Solihull
West Midlands
B92 8ED
United Kingdom
Employer's website http://hobsmoatmedicalcentre.co.uk/ (Opens in a new tab)