About this role
Job summary
An opportunity has arisen for a medical secretary to be part of our friendly team administering the referral process within the Practice and to provide secretarial support to the practice team.You will need to be motivated, hardworking and have excellent administrative and communication skills. You will need to work well with conflicting demands, be conscientious and have a flexible approach.
Main duties of the job
Liaising with external agencies such as hospitals and community services to ensure referrals are processed efficiently and correspondence communicated in both directions Manage a variety of enquiries from the wider practice team and patients Update and maintain electronic referral templates and standard letters To provide an efficient secretarial service for the Practice. This includes the typing of letters, reports, patient referrals, minutes, etc. in an accurate and quality manner Managing requests for non NHS work to include DVLA medicals, insurance reports etc Supporting with safeguarding reports To receive incoming, and initiate outgoing telephone calls, relevant to the role To assist with the gathering of statistics and information when required which may include carrying out searches To monitor the practice shared emails inboxes To monitor worklists on ERS To monitor and process the workflow/tasks inboxes aligned with the role
About us
We are looking for an enthusiastic Medical Secretary to join our small and friendly team at Great Staughton Surgery. The vacancy is for 20-25 hours per week over 4 days.
We are a very friendly, rural practice with a growing list size of approx. 5190. Great Staughton is located five miles from St Neots with excellent transport links to the A1/A14. We are always rated highly in the GP Patient Survey.
Job description Job responsibilities
Primary responsibilites
Liaising with external agencies such as hospitals and community services to ensure referrals are processed efficiently and correspondence communicated in both directions Manage a variety of enquiries from the wider practice team and patients Update and maintain electronic referral templates and standard letters To provide an efficient secretarial service for the Practice. This includes the typing of letters, reports, patient referrals, minutes, etc. in an accurate and quality manner Managing requests for non NHS work to include DVLA medicals, insurance reports etc Supporting with safeguarding reports To receive incoming, and initiate outgoing telephone calls, relevant to the role To assist with the gathering of statistics and information when required which may include carrying out searches To monitor the practice shared emails inboxes To monitor worklists on ERS To monitor and process the workflow/tasks inboxes aligned with the role To provide cover during periods of sickness and annual leave To apply practice policies, standards and guidance and amend if requested Any other responsibilities that may be relevant to the role of Medical Secretary
All staff at Great Staughton Surgery have a duty to conform to the following:
1. Confidentiality
This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staf2f protect patient information and provide a confidential service.
2 Safeguarding Adults and Children
It is the duty of all staff working for Great Staughton Surgery to safeguard children and adults, report any concerns and undertaking safeguarding training at an appropriate level, in line with Great Staughton Surgerys mandatory training requirements and Safeguarding Policy.
3 Health and Safety
Participates in risk assessment and assists in the promotion and maintenance of own and others health, safety and security, in line with Great Staughton Surgerys Health and Safety Policy. This includes but is not limited to:
a. Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
b. Making effective use of training to update knowledge and skills.
c. Using appropriate infection control procedures, maintaining work areas in a tidy and safe manner, free from hazards and reporting safety and infection hazards immediately when recognised.
d. Ensure clinical practice is safe and effective and remains within the boundaries of competence, acknowledging limitations.
e. Undertaking periodic infection control training.
f. Responsible for security, care and maintenance of equipment, ensuring standards of infection control and safety are maintained.
4 Quality Assur nce, Governance and Risk Management
a. Ensure all care and services are delivered to the highest standard at all times.
b. Ensure that any complaints or incidents are identified and reported in accordance with Great Staughton Surgery policies and procedures and expected professional practice.
c. Utilise the audit cycle as a means of evaluating the quality of work of self, implementing improvements where required.
d. Manage and assess risk within areas of responsibility, ensuring adequate measures are in place to protect patients and staff, alerting other team members to any issues of quality or risk.
e. Use a structured framework to manage, review and identify learning from patient complaints, clinical incidents and near miss events.
f. Assess the impact of policy implementation on care delivery.
g. Effectively manage and prioritise own time, workload and performance.
5 Communication
a. Utilise and demonstrate effective and sensitive communication styles to ensure patients are fully informed and consent to treatment.
b. Communicate effectively with patients, carers and colleagues, recognising the need for alternative methods of communication to overcome different levels of understanding, cultural background and preferred ways of communicating.
c. Communicate with and support patients who are receiving complex or emotionally sensitive information.
d. Liaise and maintain effective communication with external stakeholders.
6 Equality and Diversity
The post holder will support the equality, diversity and rights of patients, carers and colleagues, acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with current legislation and Great Staughton Surgerys Equality and Diversity Policy.
7. Teamworking
a. Work as an effective and responsible team member, supporting others and exploring mechanisms to develop new ways of working.
b. Delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence.
c. Work effectively with others to clearly define values, direction and policies impacting upon care delivery.
8 Learning and Development
a. Participate in any mandatory or ad-hoc training programme as directed by Great Staughton Surgery to aid, support and maintain your own personal and professional development in the role.
b. Take responsibility for your own learning, development and performance, including participating in supervision and annual appraisal.
c. Contribute to the development of local guidelines, protocols and standards.
9 Policies and Procedures
The post holder will:
a. Ensure they are familiar with and adhere to all of Great Staughton Surgery's policies, procedural and guidance documents.
b. Discuss with other team members how the policies, standards and guidelines should be applied.
c. Attend any work related events as required.
Person Specification
Qualifications Essential
Educated to GCSE level or equivalent
Desirable
GCSE Mathematics & English (C or above) NVQ Level 2 in Health and Social Care
Experience Essential
Experience of working with the general public Experience of establishing effective office administrative systems Experience of working in a health care setting Knowledge of medical terminology
Desirable
Experience of working in a GP Practice Experience of working as a medical secretary
Skills Essential
Excellent communication skills (written and oral) Excellent IT skills Clear, polite telephone manner Competent in the use of Office and Outlook Systmone user skills Effective time management (Planning & Organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving & analytical skills Ability to follow policy and procedure
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 Great Staughton Surgery
Address 57 The Highway
Great Staughton
Cambridgeshire
PE19 5DA
United Kingdom
Employer's website https://www.greatstaughtonsurgery.nhs.uk (Opens in a new tab)