Medical Secretary- St James Surgery

Integrated Care System; Dover; On-site; GBP 40,000 - 60,000; Part time

Job summary

Invicta Health is seeking a Medical Secretary to support the team at St James Surgery on a part-time basis. This role involves a variety of administrative and secretarial duties to ensure the practice runs smoothly. Key responsibilities include coding information, managing patient data, and facilitating communication among healthcare professionals. Opportunities for learning and development are also available, making this position ideal for those with a passion for primary care.

Benefits

Learning and Development opportunities

Progression opportunities

Competitive annual leave entitlement

Incremental pay progression

Approved blue light card provider

Salary Sacrifice Schemes

Company Car Lease Scheme

Employee Assistance Programme

Qualifications

• Good level of education required.
• Effective communication skills necessary.
• Experience in a medical administrative environment preferred.

Responsibilities

• Provide administrative support to the practice team.
• Accurately code information and maintain records.
• Handle patient communications and queries.

Skills

Communication

Organizational skills

Customer focused

Education

Good level of education including competent levels of numeracy and literacy

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

EMIS

DOCMAN

Job description

Invicta Health has an exciting opportunity for a Medical Secretary to join the team on a part time basis at St James Surgery.

Working hours is 21 hours per week.

We reserve the right to close this vacancy early if we receive sufficient applications for the role.

Main duties of the job

As a Medical Secretary, you will providean important role in supporting the practice team with the day to day runningof the practice by undertaking a variety of administrative and secretarial services for the PracticeManager, GPs and Healthcare Professionals.

About us

Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.

We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.

What perks can we offer you?

• Learning and Development opportunities
• Progression opportunities
• Competitive annual leave entitlement
• Incremental pay progression
• Approved blue light card provider
• Salary Sacrifice Schemes
• Company Car Lease Scheme
• Employee Assistance Programme

Job responsibilities

ClinicalAdministration

Accurately code information,following coding protocol and using industry recognised codes.

Examine records and documentation formissing information and coding errors, using medical knowledge to correctmistakes found in a timely manner.

Identify and highlight any read coding problems to the GP and/or PracticeManager.

Support the clinical team to ensure all targets are met and data isprocessed safely and accurately.

Use the E-referral system (ERS) to action,monitor and track appointments, bookings, and admissions of patients tohospital and send out relevant documentation to the patient.

Work to successfully action ERS tasks relatingto any changes made to referrals and effectively manage rejected referrals.

Monitor DOCMAN workflow and complete allsecretarial tasks that originate from DOCMAN and EMIS.

Troubleshoot any DOCMAN issues and add/removeusers where necessary.

Maintain an accurate and up to date library of template forms on DOCMANand EMIS and ensure all clinical staff have access.

Raise invoices to patients for GP letters, reports, Insurance companiesand any other service as necessary. Handle cheques and cash received frompatients, liaising with finance as appropriate.

Undertake DOCMAN training for new starters, setting up templates and newusers. Support with DOCMAN IT issues/queries across the practice.

Information Governance

To action all subject access requests (SAR)and third-party access requests (TPSAR) on the IGPR system in a timely mannerwhen requested.

Summarise notes If required for SAR andundertake redaction as necessary.

liaise with solicitors, police, and dataprotection companies where necessary.

Seek advice and guidance from the CorporateAffairs Manager, SIRO and the ICB as appropriate.

Follow IG policies and procedures and provideinput into organisational improvements in IG processes.

Toestablish and maintain filing and administrative systems so that written, orcomputer information is easily accessible and secure.

General Administration

Photocopying, scanning, filing and proofreading in a timely and accurate manner

Process all incoming and outgoing post in atimely manner

Communication

Receive incoming and initiate outgoing telephone calls to facilitatetimely and appropriate communications with others, taking messages and dealingwith appointment and referral queries.

Liaise with third party services such as funeral directors as and whenrequired.

Liaise with third party healthcare professionals and consultants forongoing care or referral advice.

Assist the practice manager with all clericaland administrative duties.

Attend clinical and management meetings onbehalf of the Medical Secretaries and take minutes when requested

Support the practice team with any DOCMANtraining, queries or issues.

Cover the work of other colleagues within theClinical Administration team when requested.

General Duties

Towork collaboratively and professionally with colleagues across Invicta Health,building and maintaining relationships.

Tocontribute to the development of services, including processes, templates andprinciples.

To take part in any statutory and mandatory trainingor other training and development programmes as requested.

Any other reasonable duties as directed by your linemanager.

Person Specification

Qualifications

• Good level of education including competent levels of numeracy and literacy
• Able to communicate effectively and collaboratively across varied disciplines.
• Able to work in a well-organised and professional manner, maintaining concentration and accuracy
• Able to manage conflicting priorities
• Good telephone manner

Personal Attributes

• Willingness to learn and adapt to change
• Highly customer focused
• Understanding and approachable
• Strives for excellence
• Leads by example

Experience

• Understand the importance of maintaining patient and data confidentiality.
• Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations.
• Experience of setting up and maintaining effective administrative filling systems
• Experience of work involving regular and accurate data inputting
• Knowledge of office management systems and procedures
• Experience of working with Microsoft packages including, word, excel and power point
• Experience of working with EMIS and DOCMAN
• Previous administration experience within a medical environment
• Knowledge and understanding of the National Health Service

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.