Job Title: Medical Secretary
Reporting to: Lead Medical Secretary
Accountable to: The Practice Manager
Working Pattern: Monday, Tuesday, Wednesday 8am - 5pm (25.5 hours per week contract)
Summary
Provide comprehensive secretarial and administrative support to the Clinical and Management teams.
Main Duties and Responsibilities
- To ensure that referral letters are produced and distributed efficiently and according to priority using the various referral pathways appropriate.
- Ensure suspected cancer referrals are dealt with efficiently and promptly and contain all relevant information
- Keep up to date with changes in referral systems and new proformas
- To maintain patient information in an accurate and secure manner.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages, complaints and dealing with appropriate queries from hospital staff, colleagues, and patients.
- To use practice systems to accurately code, file and disseminate information as required
- To process all incoming mail and then decide on appropriate action in accordance with current practice policies.
- To monitor practice generic email account, read all emails, and then decide on appropriate action in accordance with current practice policies.
- To handle and respond to practice complaints ensuring all related administration is completed and accurate records are kept.
- Notify communicable disease to the appropriate agency.
- To attend/organise weekly meetings for clinical staff, record information and disseminate to appropriate personnel if required.
- Ensure all relevant information is passed onto the OOH service promptly as and when required.
- To accept responsibility for own computer ensuring that any confidential information is not visible when away from screen and closed down at end of shift to preserve patient confidentiality.
- To read the staff noticeboard and emails received to keep up to date with activities.
- To attend staff meetings. Contribute positively with ideas to improve the overall success of the Practice.
- To promote a friendly and enjoyable working environment.
- To participate/attend in any training programme/courses deemed suitable by the practice.
- To work to the set assessment criteria and objectives as set out in your appraisal.
- To effectively manage own time, workload and resources.
- To maintain confidentiality at all times.
- To report any accidents/incidents to the Management Staff.
- To abide by statutory and practice regulations regarding fire, health and safety and security issues.
- To action and complete any other tasks as deemed reasonable by the Management/Clinical Staff.
PERSONAL DEVELOPMENT
- To participate in own yearly appraisal
- To assess own education/training needs and explore opportunities for maintaining and updating own professional knowledge and skills
ESSENTIAL APPLICANT CRITERIA
- Professional manner and approach, ability to work as part of a team
- Exceptional organisational skills
- Ability to handle multiple tasks, deadlines and workload whilst maintaining high attention to detail
- Excellent command of the English Language (Verbal and Written)
- Excellent Communication skills
- Professional telephone manner
- Proficient IT skills specifically Microsoft Office: Outlook, Word and Excel
- Experience in business administration and secretarial duties
DESIRABLE APPLICANT CRITERIA
- Working knowledge of Emis web, Heidi, Better Letter
- Medical Terminology
- Medical Secretary Diploma
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 will 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. This must not be discussed or divulged to any unauthorised person. Any such instance would result in dismissal
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
- All Practice Members should be aware of the need to preserve strict confidentiality in dealing with patients and should not disclose information obtained in confidence except to authorised persons or organisations as instructed.
EQUALITY AND DIVERSITY
It is the responsibility of all employees to support the Practice vision of promoting a positive approach to diversity and equality of opportunity to eliminate discrimination and disadvantage in service delivery and employment and to manage, support or comply through the implementation of our Equal Opportunities Policy and the Equality Act 2010.
DATA PROTECTION ACT 1998 (and GDPR 2018)
Under provision of the Act, it is the responsibility of each member of staff to ensure that all data, whether computerised or manual, is kept secure at all times. This includes data relating to patients and other members of staff. Data must not be disclosed to any unauthorised person and must be regarded as strictly confidential at all times. Failure to adhere to this instruction will be regarded as serious misconduct and could lead to dismissal.
REHABILITATION OF OFFENDERS ACT 1974
This post is subject to an exception order under the provisions of the Rehabilitation of Offenders Act 1974. This stipulates that all previous convictions, including those that are “spent” must be declared. Previous convictions will not necessarily preclude an individual from employment within the Practice, but a DBS check will be required.
NO SMOKING
The Practice has a no smoking policy on the Practice premises.
Statement of Responsibilities
The Job Description and allocation of particular responsibilities may be amended by agreement from time to time.
Job Types: Part-time, Permanent
Benefits:
- Company events
- Company pension
- Cycle to work scheme
- Free flu jabs
- Free parking
- On-site parking
- Sick pay
Experience:
- Medical Secretary: 2 years (preferred)
Work Location: In person
