About this role
Job summary
We are looking for an organised, motivated and approachable individual with previous medical administration experience, ideally including audio typing or a similar role.
The role is a working from home role, but you are required to live within 1 hour distance of all three of our hospital sites at Ashford, Canterbury and Margate and our Head Office in Betteshanger, Deal, Kent. Any applicant outside of this area will automatically be declined.
You will be expected to travel to our Head Office for initial training and to all of our hospital sites as needed and directed.
If you are looking for an exciting opportunity to develop your career within a busy medical environment and believe you have the skills and experience, we are looking for, we would love to hear from you.
Main duties of the job
As a Medical Secretary, you will play a key role in supporting consultants and delivering an excellent service to our private patients. Your responsibilities will include:
Liaising professionally with private patients and Consultants.
Managing new patient enquiries by telephone and email.
Using Compucare to maintain accurate patient records, waiting lists and clinic management information.
Using Healthcode to raise invoices and accurately record chargeable services for your allocated consultants.
Typing private and Choose & Book clinic letters.
Completing internal referrals and monitoring group email inboxes.
Working closely with internal colleagues and external private providers regarding medical testing and results.
Managing multiple priorities and conflicting demands in a busy environment.
About us
Spencer Private Hospitals recognise and value all of their staff and are committed to developing a well-trained and flexible workforce.
Staff wellbeing is a priority for the organisation with some perks of employment being -
Free on-site staff carparking
Staff discount for treatments
Enrolment into a staff pension scheme
Investment in staff training
Annual salary increment
Additional benefits available in line with our NHS colleagues
Local retail discounts
We are also fortunate enough to be based in East Kent, arguably one of the most beautiful parts of the UK, often boasting the best weather due to our close proximity to Western Europe and is aptly know by the missive `the Garden of England. We are a short hop across the channel to France with the added bonus of fast rail connections to Europe, London and surrounding areas. The availability of high-quality schools which support grammar school education as well as academy and private schools are all available within the locality.
Our CQC report has a rating of Good and we are now on an improvement trajectory to Outstanding.
Spencer Private Hospitals is an equal opportunity employer. This position is subject to a Disclosure and Barring check.
Job description
Job responsibilities
Job Purpose
To provide Medical Secretarial services for Consultants and Practitioners who practice at Spencer Private Hospitals.
Key Relationships
Patients
Relatives/Friends/Family
Consultants
NHS Colleagues
GP Practices
Private Medical Insurers
External Private Secretaries
Reception Teams
Private Bookings Team
Key Responsibilities
Financial
To monitor and accurately record chargeable services provided
To raise invoices for professional fees and services provided
Liaise with relevant departments to ensure private referrals are processed in a quick and timely fashion when required
Liaising with insurance companies regarding patient billing
Liaising with patients, consultants, ward clerks and outpatient nurses to ensure the smooth running of clinics and admissions
Assisting with the full capacity of clinics is achieved to ensure maximum income
Meeting contractual targets to ensure no loss of income to the company
Quality
Maintaining medical records system on the in-house system
Preparing clinic lists and ensuring electronic case notes, electronic results and electronic investigation reports are available
To provide a secretarial service to Consultants
To provide secretarial services to the Ward for urgent medical reports requested by insurance companies, GPs etc.
To provide quality medical audio typist services to Clinicians at all sites using electronic audio dictation facilities
To work as part of the secretarial team and provide cover for colleagues as and when required across all sites
- To answer telephone and email enquiries, relay messages and liaise with Consultants, secretaries and departments within the hospital
To provide a discreet, sympathetic, and professional patient service
- Develop in depth service knowledge of Spencer Private Hospitals and offer information about our services to our clients
- To ensure that all local and in-house policies and legal requirements relating to clinical care, GDPR and Health and Safety are complied with
Liaise regularly with external service users, ensuring that all contract obligations are met and upheld
Business Development
- Build a quality service for patients and service users
To participate in the annual review of departmental policies and procedures to ensure that they reflect good practice and to ensure that all requirements are complied with.
To work towards external ISO9001/2015 and ISO1401/2015 accreditation
To participate in interdepartmental SLA reviews on an annual and ad hoc basis
Workforce
To maintain a professional service to patients, clinicians and stakeholders at all times
- To participate in in-house training sessions and attend meetings and discussions when required
- To meet tight deadlines and work as a team to plan in workloads
Equal Opportunities
It is the aim of the hospital to ensure that no job applicant or employee receives less favourable treatment on the grounds of age, sex, race, colour, nationality or ethnic or national origins, or is not placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable. To this end, the hospital has an Equal Opportunities Policy and it is for each employee to contribute to its success.
Health & Safety
All Employees must be aware of the responsibility placed on them under the Health and Safety at Work Act (1974), to ensure that the agreed safety procedures are carried out to maintain a safe environment for employees and visitors. Individual employees should also refer to specific health and safety requirements within their own job descriptions.
Data Protection
If required to do so, to obtain, process and/or use information held on a computer or word-processor in a fair and lawful way. To hold data only for the specific registered purpose, and not to use or disclose it in any way incompatible with such purpose. To disclose data only to authorised persons or organisations as instructed by Spencer Private Hospitals.
Customer Care
It is the aim of the hospital to provide patients and clients with the best possible care and service. In order to meet this aim all of our staff are required, at all times, to put the patient or client first and do their utmost to meet their requests and needs courteously and efficiently.
Confidentiality
To ensure that confidential information is not disclosed about Spencer Private Hospitals (including information regarding patients and staff) to any unauthorised member of staff, or to anyone outside the employment of Spencer Private Hospitals.
This job description is intended to reflect, in outline, the responsibilities of the post holder, which may change over time with corporate or local business needs of Spencer Private Hospitals. It will therefore be subject to periodic review and amendment in the light of changing circumstances and following consultation with the post holder.
Person Specification
Personal attributes required to do the job
Essential
- Ability to act on own initiative
- Self motivated
- Effective communicator
- Good Time Management
- Able to meet deadlines
- Able to meet strict targets
- Demonstrates the ability to prioritise workload effectively
Desirable
- Outgoing Personality
- Flexible Approach
Experience
Essential
- Proven experience working within a medical environment
- Proven experience in a audio typist role or similar
Desirable
- Previous Medical Secretary experience
- Previously worked in the private healthcare sector
Other
Essential
- Ability to travel between sites
- Permission to work in the UK
- Ability to work from home
Qualifications
Essential
- Maths and English (GCSE C or Equivalent) Grade C or above
- Audio Typist Qualification (not necessarily medical)
Specific technical/specialist skills
Essential
- Excellent knowledge of Microsoft Packages
- Exceptional customer service skills
- Proven track record of delivering service beyond all expectations
Desirable
- Previous experience of health industry software (PAS, Compucare, EDN, RIS, DART)
- Experience with digital dictation systems
- Experience with Compucare
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
Spencer Private Hospitals Ltd
Address
Units 2 & 4 Almond House
Betteshanger Country Park
Betteshanger, Deal
Kent
CT14 0EN
United Kingdom
Employer's website
https://www.spencerprivatehospitals.com/ (Opens in a new tab)