Medical Secretary

Beckington Family Practice; Frome; On-site; GBP 25,000 - 30,000; Full time

Job summary

A local GP Practice in England is looking for a Full-time/Part-Time Medical Secretary. The role requires excellent communication skills, strong IT proficiency, and a commitment to confidentiality. Responsibilities include providing administrative support for GPs, handling patient queries, and ensuring accurate record-keeping. Experience in a medical setting and knowledge of EMIS software are advantageous.

Qualifications

• Experience in a medical secretarial role preferred.
• Willingness to learn clinical software.
• Ability to prioritise workload efficiently.

Responsibilities

• Provide comprehensive secretarial and administrative support.
• Maintain patient confidentiality at all times.
• Liaise confidently with patients and staff.

Skills

Excellent communication skills

Computer literacy (Word, Excel)

Confidentiality

Time management

Flexibility

Education

Standard Grade Mathematics & English or Equivalent

Educated to A level, NVQ level 3 or equivalent

Tools

EMIS

Microsoft Word

Microsoft Excel

Job description

Weare a growing GP Practice with surgeries at Beckington and Frome and arestrengthening our support team, recruiting for the following role:

Full-time/Part-TimeMedical Secretary

Our existing team of Medical Secretaries providesupport to our large team of GPs and to other clinicians & colleagues as necessary. Thesecretarial office is staffed from 8:00 to 16:30 Monday to Friday.

Main duties of the job

Weare looking for an experienced, highly motivated Medical Secretary withexcellent communication skills, liaising with patients and clinicians. Absolute discretion when handlingconfidential information and the ability to prioritise is vital. Accuratecomputer keyboard skills and knowledge of MS Word, Excel and general ITcompetency is essential as we use a variety of specialist software. Knowledgeof EMIS is an advantage. An importantrequirement is the willingness and flexibility to cover sickness absence andannual leave to provide continual cover for the Doctors. This is an interestingand challenging role that requires good organisational skills and meticulousattention to detail, working as part of a friendly and supportive practiceteam. The team of medical secretaries also provide support to the Practice Manager and colleagues. Experience in the role and knowledge of EMIS are preferable.

About us

BeckingtonFamily Practice is a Partnership currently operating from two sites. ThePractice cares for around 11,400 patients and has been approved for GP andmedical student training. The Practice has a firm commitment to offer anexcellent standard of care to its patients..

Job responsibilities

Job Title: MedicalSecretary

Responsible to: Practice Manager and the Partners

BeckingtonFamily Practice is a Partnership currently operating from two sites. ThePractice cares for around 11,400 patients and has been approved for GP andmedical student training. The Practice has a firm commitment to offer anexcellent standard of care to its patients.

Job Summary

Tobe responsible for the provision of an efficient, comprehensive secretarial andadministrative support service to the Practice.

Toundertake these duties without direct supervision, working within broadprocedural guidelines.

Toensure that total confidentiality is maintained in that no information aboutpatients or other members of staff, either medical or personal, is disclosed topersons other than those employed by, or attached to, the Practice for whichsuch information is relevant.

Goodcommunications are extremely important within the Practice, with patients andwith outside agencies.

Special Requirements forthe post

Ability to organiseand prioritise own workload

Ability to use ownjudgement, resourcefulness and common sense

Knowledge orwillingness to learn use of clinical software (Emis Web, e-referrals)

Computer literacy(Windows, Word, Excel) and accurate keyboard skills

Understanding,acceptance and adherence to the need for strict confidentiality

Willingness to attendtraining courses from time to time

Key Responsibilities

To deal with patient enquiries, exercisinginitiative with regard to action necessary, sending tasks etc (all clinicalqueries are referred to clinical staff)

To prioritise all correspondence whether from workflow task, email, Accurx or other, often to strict deadlines.

Typing patient referral letters from workflow tasks, templates or generating them from consultations. Code all referrals in the clinical system

Typing miscellaneous correspondence, reports, minutes of meetings etc as required.

To use Word software for any miscellaneous typing as required

To use Excel spreadsheets as necessary

To use a variety of specialist software

To communicate with and liaise between all staff departments as necessary

To help and support colleagues within your team, including cover for annual leave and sickness

To use the computer on a daily basis to type and save all correspondence using the Practice clinical system, EMIS Web medical information system

Attending and supporting various practice meetings such as Clincial Governance, Safeguarding, and Gold Standards Framework meetings and taking minutes as required.

Dealing with emails and actioning appropriately

Take messages when appropriate

Deal with any telephone enquiries and always answer the telephone with a polite and professional manner

Ensure all urgent/2 week wait referrals are processed in a timely manner

Perform any reasonable administrative tasks as requested

To assist reception in the cancellation of surgeries due to sickness etc by contacting patients and to re-appoint either by text, letter or telephone if required.

To sort and distribute incoming mail appropriately

File any correspondence as required

Photocopying as required

Dealing with patient queries regarding correspondence, referrals and pathology results.

Taking messages for GPs

Liaison with the Patient participation group

Collation ofInformation

Supportthe Practice team in achievement of keeping medical records updated by ensuringthe following:

Collationof patient information using Emis Web medical information system

Maintainingquality and accuracy of all data input

Complywith Data Protection Act and GDPR

Carryout routine checks to ensure your work station is clean and tidy at the startand end of your shift

Ensureall equipment in your work station is operational and up to date and report anyissues to your line manager

Ensurethat confidential patient information is stored and handled according toprotocol and report any concerns to your line manager

Health & Safety

Assistin promoting and maintaining your own and others health, safety and securityas defined in the Practice Health and Safety policy.

Ensure that any hazards in your working areaare reported immediately to your line manager

Using personal securitysystems within the workplace according to practice guidelines

Demonstrate due regardfor safeguarding and promoting the welfare of children and vulnerable adults.

Confidentiality

Ensurepatient and Practice information is kept confidential and secure at all times,in accordance with the Information Security and Confidentiality protocols

Performance/ProfessionalDevelopment

Toparticipate in training sessions to ensure administrative, clinical andcomputer skills are kept up to date with current technology and practice

Toparticipate in regular appraisal meetings

Toparticipate in regular team meetings

Equality &Diversity

Tosupport the equality, diversity and rights of patients, carers and colleaguesaccording to Practice protocol

Working with Patients

Towork in partnership with our patients to help them achieve better healthoutcomes

Tooffer a polite, friendly and efficient level of communication service to allour patients

Dignity and Respect

Totreat patients, colleagues and visitors with dignity and respect at all times

Feedback

Tolisten to feedback from patients and colleagues whether this be a complaint,comment or compliment and if it cannot be dealt with immediately, ensure it isreported immediately to the Practice Manager

CareQuality Commission (CQC)

To work within the guidelinesset by CQC to ensure that the Practice is safe, efficientand provides the best possible care for patients

To offer suggestions to thePartners on how we can improve, progress and develop all processesrelating to CQC

Any Other Duties

Anyother duties as may be determined by the Practice Manager and Partners

Person Specification

Qualifications

• Standard Grade Mathematics & English or Equivalent
• Computer literacy, ability to use Microsoft Word, Outlook &Excel
• Educated to A level, NVQ level 3 or equivalent standard of general education and experience
• Full driving licence and use of own transport during the day

Personal Qualities

• Planning and organising
• Performing under pressure
• Ability to develop and maintain good working relationships both within the team and the organisation
• Self motivated
• Flexibility
• Confidentiality

Experience

• Able to deliver on targets in a timely way
• Able to work to tight deadlines
• Ability to work unsupervised as part of a team or independently using own initiative
• Knowledge of EMIS
• Previous medical experience
• Familiarity with medical terminology

Skills

• Time Management and the ability to work to deadlines
• Accuracy
• Excellent interpersonal skills

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.