About this role
Job summary
To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of 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. Furthermore, duties can also include supporting the administration and receptionist teams as required.
To be responsible for SNOMED CT coding of relevant information into patients electronic healthcare records on the clinical system, adhering to the organisations coding policy.
The post-holder will be an integral part of the general practice team.
Main duties of the job
Produce letters, reports and related documentation within required referral timescales. Liaise with external agencies (e.g. hospitals and community services) to ensure efficient processing of referrals. Manage and respond to all enquiries, including administrative queries and incoming calls, ensuring appropriate action or redirection. Maintain and update an accurate referrals database. Process incoming emails promptly and appropriately. Prepare and issue calling letters as requested. Scan, attach and correctly file documents into patients electronic healthcare records. Accurately input and code clinical data using SNOMED CT within the clinical system. Process referrals via the Electronic Referral System (ERS). Handle requests for information, including Subject Access Requests (SARs), insurance and solicitor correspondence, and DVLA forms. Support clinical staff with a wide range of administrative duties as required. Carry out clinical system searches when needed. Answer and manage telephone calls, transferring or resolving queries appropriately. Work as an integral member of the general practice team. Ensure compliance with current legislation and adhere to safeguarding policies for adults and children. Complete all mandatory training and induction requirements. Participate in clinical governance activities and contribute to quality improvement. Attend formal appraisal/performance reviews at least annually.
About us
Overview of your organisation
We are a small and friendly GP practice located in Long Eaton, with excellent access to Nottingham or Derby or further afield, with junction 25 of the M1 being less than 2 miles away.
We pride ourselves on being a well-established training practice providing general medical services for our practice list of 5800 patients.
We are a fully computerised Practice, using TPP SystmOne and working towards becoming paper light. We have an integrated nursing team including a Nursing team, Health Care Assistant and an efficient and supportive administration team.
We are a fully computerised Practice, using TPP SystmOne and working towards becoming paper light. We have an integrated nursing team including a Nursing team, Health Care Assistant and an efficient and supportive administration team.
Job description Job responsibilities
The following are the core responsibilities of the Medical Secretary in delivering health services. 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.Type letters, reports and associated documentation as required and within the specified timescales as appropriate for the referral
b.Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
c.Manage all enquiries in an effective manner
d.Maintain an accurate referrals database
e.Action all incoming email within a timely manner
f.Process calling letters as requested
g.Scan documentation and attach scanned documents to patients healthcare records
h.Accurately input and code SNOMED CT data on the clinical IT system
i.Process referrals using the electronic referral system (ERS)
j.Process requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
k.Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
l.Manage all administrative queries as necessary
m.Conduct clinical system searches as requested
n.Support all clinical staff with general administrative tasks as requested
o.Maintain a clean, tidy, effective working area at all times
p.Be an integral part of the general practice team
q.Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children
r.Undertake all mandatory training and induction programmes
s.Contribute to and embrace the spectrum of clinical governance
t.Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed
Person Specification
Qualifications Essential
A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English Typing qualification, i.e., OCR or RSA Diploma
Desirable
NVQ Level 2 in Health and Social Care Level 3 in Medical Terminology
Experience Essential
Experience of working with the general public Experience of administrative duties
Desirable
Experience of working in a healthcare setting as a medical secretary
Knowledge & Skills Essential
1.Excellent communication skills and effective in communicating and understanding patient needs 2.Competent in the use of MS Office and Outlook 3.Problem solver with the ability to process information accurately and effectively, interpreting data as required 4.Ability to use own initiative, discretion, and sensitivity 5.Understanding of clinical coding 6.Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity 7.Ability to work as a team member and autonomously 8.Sensitive and empathetic in distressing situations 9.Good organisational skills 10.Clinical IT system user skills and the ability to record accurate notes 11.Ability to effectively utilise resources 12.Punctual and committed to supporting the team effort 13.High levels of integrity and loyalty 14.Clear, polite telephone manner 15.Flexible and cooperative 16.Motivated 17.Understanding of safeguarding adults and children
Desirable
1. Chaperone procedure 2. Demonstrate personal accountability, emotional resilience and ability to work well under pressure
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 College Street Medical Practice
Address 86 College Street
Long Eaton
Nottingham
NG10 4NP
Employer's website https://www.collegestreetmedicalpractice.co.uk/ (Opens in a new tab)