Overview
We are seeking a dedicated and organised Medical Secretary to join our healthcare team to work full time 37 hours Monday - Friday.
Monday 9am – 5:30pm
Tuesday 9am – 5:30pm
Wednesday 9am – 5pm
Thursday 9am – 5:30pm
Friday 9am – 5:30pm
Closed date 12th June - interviews to be held Monday 22nd June
The successful candidate will play a vital role in ensuring the smooth operation of the medical practice by providing administrative support to healthcare professionals and patients alike. This position offers an excellent opportunity for individuals with strong office and administrative experience to contribute to a professional and caring environment.
Duties
The following are the core responsibilities of the Medical Secretary and admin support. 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. Provide efficient audio and copy typing including the typing of letters, referrals and reports in an accurate and timely manner
b. When necessary attend practice meetings and take minutes
c. Maintain adequate supplies of office stationary while ensuring value for money
d. Ensure the practice leaflet is kept up to date and reflects local and national requirements
e. Arrange PPG meetings, prepare agendas and produce minutes when required
f. Send out mail merges and manage call / recall systems for such as flu, Covid, birthday reviews etc.
g. Liaise with external agencies such as hospitals and community services ensuring referrals are processed efficiently
h. Process referrals using the electronic referral systems
i. Chase up discharge or clinic letters
j. Support all clinical staff with general administrative tasks as requested
k. Action all incoming correspondence, emails and mail in a timely manner
l. Managing all administrative queries as necessary
m. Computer access and configuration (activation and de-activation) of all staff email and S1 accounts
n. Produce and make available to the practice population a quarterly (or as required) patient newsletter
o. Review and update policies and standard operating procedures relevant to this job role
p. Coordinating the practice diary, ensuring meetings are scheduled appropriately
q. Process TASKS that are assigned to you in an effective and timely manner
r. Deal with general enquiries from patients
s. Follow the practices’ infection prevention & control policies and protocols
t. Attend training events as required
u. Raise invoice and remittance requests for medical records and private work
v. Scan, summarise and code information from discharge letters into patients records
w. Process of death certificates as required
x. Management of the appointment ledgers including the rotas for GP Registrars
y. Forward daily mail onto clinicians
z. Identify relevant clinical information documented in patient correspondence, coding appropriately and completing any detailed action
aa. Ensure new patient records are received electronically and imported onto the clinical system.
bb. Arrange locum cover as requested
cc. Redact information from patient records where appropriate for online access
dd. Process patient registrations and deductions of records
ee. Support staff with IT and smartcard issues and ensure all new staff have access to the clinical system and network
ff. Maintain and update the appointment system to reflect leave and other approved absences
gg. Processing requests for information i.e. SAR’s, insurance/solicitor’s letters and DVLA forms
hh. Ensure all monthly, quarterly or annual claims are made in good time and keep clear accessible records of claims that have been sent if requested to do so.
ii. Management of social media including the practice website, facebook and planning scheduled posts
jj. Management of PATCHS – adding and removing staff
kk. Friends and Family Test extractions
ll. Management of GPAD data
mm. Actively monitor QOF work to do
nn. Monitor and schedule the booking of childhood immunisations
oo. Monitor the uptake and invite process for flu, shingles, covid etc.. through PATCHS and S1 booking links
pp. Periodically arrange home visits for nurses to do LTCs, Flu and LD reviews
qq. Report daily SITREP situation
rr. Manage the process for monthly quarterly and annual claims. Ensuring deadlines are met and staffing are using correct codes for payments
Secondary responsibilities
In addition to the primary responsibilities, the practice administrator may be requested to:
a. Process patient online access applications as required
b. Support patients in the use of online services
c. Support staff in any role within the practice during times of staff shortages
d. Provide reception cover at times of staff shortages
e. Support the team in the effective use of searches, audits and recalls
f. Any other duties as required to meet the needs of the practice.
g. Maintaining a clean, tidy, effective working area at all times
All of the primary and secondary responsibilities mentioned above are core duties of a Medical Administrator. There will be on occasion, a requirement to carry out other tasks, this will be dependant upon factors (that will inevitably arise from time to time) such as workload and staffing levels.
Person specification – IT Systems Lead
Qualifications
Educated to GCSE level or equivalent - Essential
GCSE Mathematics and English (C or above) - Essential
Degree in IT or related subject- Desirable
Experience
Experience of establishing effective office administrative systems - essential
Experience of working in a healthcare setting- desirable
Skills
Excellent communication skills (written and oral)- essential
Excellent IT skills- Essential
Clear, polite telephone manner- Essential
In-depth knowledge of Office and Outlook- Essential
SystmOne- Desirable
Effective time management (planning and organising)- Essential
Ability to work as a team member and autonomously- essential
Good interpersonal skills- essential
Problem solving and analytical skills- Essential
Ability to follow policy and procedure- Essential
Personal qualities
Polite and confident- Essential
Flexible and cooperative- Essential
Motivated- Essential
Forward thinker- Essential
High levels of integrity and loyalty- Essential
Sensitive and empathetic in distressing situations- Essential
Ability to work under pressure- Essential
Pay: From £12.71 per hour
Work Location: In person
