Medical Secretary

Integrated Care System; Deal; On-site; GBP 22,000 - 30,000; Full time

Job summary

A healthcare organization is looking for a Medical Secretary to provide administrative support to the multidisciplinary team. Responsibilities include typing reports, managing inquiries, and processing referrals using the electronic referral system. The ideal candidate will have experience in a healthcare setting and medical secretarial qualifications, along with excellent communication and IT skills. This position is based in Deal, England, and offers a supportive work environment with a focus on work/life balance.

Benefits

Friendly work team

Social events like BBQs and quiz nights

Focus on work/life balance

Qualifications

• Experience of working with the general public.
• Experience of working in a healthcare setting as a Medical Secretary.
• Experience of administrative duties.

Responsibilities

• Manage all inquiries effectively.
• Maintain an accurate referrals database.
• Support clinical staff with administrative tasks.

Skills

Excellent communication skills

Strong IT skills

Audio typing

Effective time management

Interpersonal skills

Problem solving

Analytical skills

Education

GCSE Mathematics and English (C or above)

Educated to GCSE level or equivalent

AMSPAR Medical Secretarial Diploma or equivalent

Tools

EMIS Web

Office

Outlook

Job description

To be responsible forundertaking a wide range of secretarial and administrative duties and theprovision of administrative support to the multidisciplinary team.

Duties can include, but arenot limited to, the processing of information (electronic and hard copy) in atimely manner, liaising with multidisciplinary team members and externalagencies such as secondary care and community service providers in accordancewith current policies, including the use of the electronic referral service(ERS).

Main duties of the job

Thefollowing are the core responsibilities of the Medical Secretary. There may be,on occasion, a requirement to carry out other tasks; this will be dependentupon factors such as workload and staffing levels:

• Typing letters, reports and associateddocumentation as required
• Liaising with external agencies such ashospitals and community services, ensuring referrals are processed efficiently
• Managing all enquires in an effectivemanner
• Maintaining an accurate referralsdatabase
• Actioning all incoming email
• Processing incoming and outgoing mail
• Scanning of patient relateddocumentation and attaching scanned documents to patients healthcare records
• Inputting data into the patientshealthcare records as necessary
• Processing referrals using theelectronic referral system (ERS)
• Processing requests for informationi.e., SAR, insurance/solicitors letters and DVLA forms
• Clinically coding data on EMIS
• Answering incoming phone calls,transferring calls or dealing with the callers request appropriately
• Managing all administrative queries asnecessary
• Carrying out system searches asrequested
• Maintaining a clean, tidy, effectiveworking area at all times
• Supporting all clinical staff with generaladministrative tasks as requested

About us

We are a friendly team who work hard to deliver care to our practice population. The team meet together outside work for social events such as theatre trips, quiz nights, summer BBQs and Christmas parties etc. Work/life balance is important for health and wellbeing, so we encourage everyone to take regular breaks to recharge.

Job responsibilities

JOB TITLE: Medical Secretary

MAIN PURPOSE OF POST:

To be responsible forundertaking a wide range of secretarial and administrative duties and theprovision of administrative support to the multidisciplinary team.

Duties can include, but arenot limited to, the processing of information (electronic and hard copy) in atimely manner, liaising with multidisciplinary team members and externalagencies such as secondary care and community service providers in accordancewith current policies, including the use of the electronic referral service(ERS).

RESPONSIBLE TO: Dr S Schulz and Partners and the Management Team

LINE MANAGER: Business Development and Contracting Lead

KEY RESPONSIBILITIES:

• Communication
• Health safety andsecurity
• Quality
• Teamworking
• Equality and diversity
• Information processes

Communication

Communicateeffectively with other team members

Communicateeffectively with patients and carers, recognising their needs for alternativemethods of communication

Recognisepotential areas of conflict, preventing where possible and reporting tosenior members of staff if unable to resolve.

Health safety and security

• Use the personal security systems withinthe workplace according to practice guidelines
• Identify the risks involved in workactivities and undertake them in a way that manages the risks
• Adhere to practice agreed protocols,procedures and guidance
• Know the general principles of first aidand resuscitation to be able to undertake initial actions as appropriate
• Be aware of statutory child healthprocedures and statutory local guidance and referral criteria
• Know the health and safety policies andprocedures within the workplace, including fire procedures, maintainingdocumentation, monitoring and maintaining of equipment and furniturewithin your area of responsibility
• Use the computerised information systemsmonitor safely and according to current protocols and procedures
• Follow procedures relating to the risks tohealth of microbiological and chemical hazards within the workingenvironment according to the Control of Substances Hazardous to Health

Quality

• Alertother team members to issues of quality and risk in the care of patients
• Ensureown actions are consistent with governance systems
• Knowthe practice policies available in the practice staff handbook
• Prioritise,organise and manage own workload in a manner that maintains and promotesquality
• Participatein the maintenance of quality governance systems and processes acrossthe practice and its activities
• Supportand participate in shared learning across the practice and widerorganisation
• Participatein the review and identify learning from patient complaints, clinicalincidents and near-miss events
• Participatein performance monitoring review of the team, providing feedback asappropriate.

Teamworking

Understand own roleand scope in the organisation and identify how this may develop over time

Work as an effectiveand responsible team member, supporting others and exploring the mechanismsto develop new ways of working

Ensure clearunderstanding and utilisation of communication systems within the practice

Accept delegation fromother members of the team, prioritise own workload and ensure effectivetime-management strategies are embedded in your personal practice

Work effectively withothers to provide a quality service to internal and external customers

Participate in team activities that createopportunities to improve quality of patient experience and care

Equalityand diversity

Identify patterns ofdiscrimination, take action to overcome this, and promote diversity andquality of opportunity

Enable others topromote equality and diversity in a non-discriminatory culture

Support people whoneed assistance in exercising their rights

Monitor and evaluateadherence to local chaperoning policies

Act as a role model ingood practice relating to equality and diversity

Accept the rights of individuals to choose theircare providers, participate in care and refuse care. Assist patients frommarginalised groups to access quality care

Informationprocesses

• Record information in an accurate andtimely fashion using manual or computer systems as appropriate
• Maintain confidentiality or informationrelating to patients, relatives, staff and the practice
• Take the necessary precautions whentransmitting information
• Understand own and others responsibilityto the practice regarding Freedom of Information Act

Person Specification

Qualifications

• Educated to GCSE level or equivalent
• Basic computer experience
• Willingness to undertake an NVQ or an equivalent qualification
• GCSE Mathematics and English (C or above)
• AMSPAR Medical Secretarial Diploma of equivalent

Experience

• Experience of working with the general public
• Experience of working in a healthcare setting as a Medical Secretary
• Experience of administrative duties

Knowledge and skills

• Excellent communication skills (written and oral)
• Strong IT skills, including audio typing
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure
• Demonstrates a good understanding of how important information governance and confidentiality are within general practice
• Can demonstrate a good understanding of needs of the patient and the role of the Medical Secretary
• Demonstrates a good understanding of how important information governance and confidentiality are within general practice
• Experience using EMIS Web

Communication and verbal skills

• Good interpersonal and communication skills
• Able to communicate routine information that requires tact and persuasive skills, or where there may be barriers to understanding
• Ability to communicate effectively via telephone, face to face or in group discussions
• Proven ability to communicate effectively at all levels in a medical environment.

Other requirements

• Flexibility to work outside of core office hours
• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations

Business Development and Contracting Lead