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, liaising with multidisciplinary team
members and external agencies such as secondary care and community service
providers in accordance with current policies. Processing patient referrals
using the electronic referral service (ERS).
Main duties of the job
The following are the core
responsibilities of the Medical Secretary/Administrator.
There may be on occasion, a
requirement to carry out other tasks; this will depend on factors such as
workload and staffing levels:
a. Write accurate letters and
reports using audio and copy typing for all members of the medical team.
b. Liaise with external agencies
such as hospitals and community services, and ensure referrals are processed
efficiently.
c. Maintain an accurate
referrals database.
d. Scan, process and code,
workflow of all incoming patient correspondence from hospitals and other
organisations.
e. Input data into the patients
healthcare records as necessary.
f. Process referrals using the
electronic referral system (ERS).
g. Read code data on Emis.
h. Answer incoming phone calls.
Transfer calls or deal with the callers requests appropriately.
i. Carry out system searches.
j. Maintain a clean, tidy,
effective working area at all times.
k. Support all clinical staff
with general administrative tasks.
l. To process online queries and
e-consultation requests.
About us
We are a forward thinking and
high achieving GP Practice in Chester City Centre looking to recruit an
enthusiastic Medical Secretary undertaking a wide range of secretarial and administrative
duties and the provision of administrative support to the multidisciplinary
team.
We are looking for someone with
excellent communication skills, a compassionate and friendly nature, and an
aptitude for great customer service. You will have the ability to work in a
demanding environment and be committed to offering the best possible care to
patients and excellent support to our clinical team.
We are a modern, friendly
practice, with patient care at the heart of all we do. We are looking for
someone with a professional approach and a flexible can do attitude that
enables you to work effectively as part of a team and to develop working
relationships with all members of the practice.
We are also a training practice
with a strong focus on education and encourage and support personal
development.
A competitive salary will be
offered to reflect the successful candidates experience and qualifications.
Job description
Job responsibilities
The following are the core
responsibilities of the medical secretary. 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. Typing letters, reports and
associated documentation as required
b. Liaising with external
agencies such as hospitals and community services, ensuring referrals are
processed efficiently
c. Manage all enquires in an
effective manner
d. Maintain an accurate
referrals database
e. Process calling letters as
requested
f. Scanning of patient related
documentation and attaching scanned documents to patients healthcare records
g. Input data into the patients
healthcare records as necessary
h. Process referrals using the
electronic referral system (ERS)
i. Process requests for
information i.e. SAR, insurance / solicitors letters and DVLA forms
j. Process patient letter
requests and invoice for private work accordingly
k. Answer incoming phone calls,
transferring calls or dealing with the callers request appropriately
l. Manage all administrative
queries as necessary
m. Carry out system searches as
requested
n. Maintain a clean, tidy,
effective working area at all times
o. Support all clinical staff
with general administrative tasks as requested
In addition to the primary
responsibilities, the medical secretary may be requested to:
a. Partake in audit &
searches as directed by the Managers
b. Produce meeting agendas and
record the minutes of meetings
c. Support reception /
administrative staff, providing cover during staff absences
d. Complete opening and closing
procedures in accordance with the duty rota
Job description
Job responsibilities
The following are the core
responsibilities of the medical secretary. 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. Typing letters, reports and
associated documentation as required
b. Liaising with external
agencies such as hospitals and community services, ensuring referrals are
processed efficiently
c. Manage all enquires in an
effective manner
d. Maintain an accurate
referrals database
e. Process calling letters as
requested
f. Scanning of patient related
documentation and attaching scanned documents to patients healthcare records
g. Input data into the patients
healthcare records as necessary
h. Process referrals using the
electronic referral system (ERS)
i. Process requests for
information i.e. SAR, insurance / solicitors letters and DVLA forms
j. Process patient letter
requests and invoice for private work accordingly
k. Answer incoming phone calls,
transferring calls or dealing with the callers request appropriately
l. Manage all administrative
queries as necessary
m. Carry out system searches as
requested
n. Maintain a clean, tidy,
effective working area at all times
o. Support all clinical staff
with general administrative tasks as requested
In addition to the primary
responsibilities, the medical secretary may be requested to:
a. Partake in audit &
searches as directed by the Managers
b. Produce meeting agendas and
record the minutes of meetings
c. Support reception /
administrative staff, providing cover during staff absences
d. Complete opening and closing
procedures in accordance with the duty rota
Person Specification
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- 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
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English (C or above)
Desirable
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a health care setting as a medical secretary
Desirable
- Experience of working with Emis system
- Experience of working in primary care
- Experience of working in a GP practice
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Person Specification
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- 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
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English (C or above)
Desirable
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a health care setting as a medical secretary
Desirable
- Experience of working with Emis system
- Experience of working in primary care
- Experience of working in a GP practice
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work 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.