Secretary (Care Coordinator)

Faversham Medical Practice; Ospringe; Hybrid; GBP 22,000 - 28,000; Full time

Job summary

Faversham Medical Practice is seeking a dedicated Secretary (Care Coordinator) to join a friendly team at Faversham Medical Practice and Newton Place Surgery. The role is full-time or part-time, requiring availability on Mondays and Fridays and occasional bank holidays.

The post operates within the ARRS framework across the PCN and involves extensive secretarial and administrative duties, including minutes, referrals and patient correspondence.

Qualifications

• Excellent organisational and problem solving skills.
• Ability to deal with external organisations in a pleasant and professional manner.
• Ability to understand and learn new software and administrative procedures.
• Excellent literacy skills.
• Familiar with email and NHS systems.
• Experience in primary care, NHS or caring profession.
• Experience using EMIS clinical software.
• Experience dealing with members of the public.
• Familiar with E-referral system.

Responsibilities

• Support the PCN practice at multiple locations to ensure safe, effective and efficient systems for repeat prescribing, medicines optimisation and patient outcomes.
• Provide comprehensive secretarial and administrative support to the practice.
• Prioritise workload and work without direct supervision within procedural guidelines.
• Handle patient enquiries and liaise with doctors, hospitals and relatives as required.
• Type correspondence, manage electronic referrals, update spreadsheets and log referrals.

Skills

Organisational skills

Problem solving

Communication

IT literacy

NHS/Primary care experience

Education

English GCSE grade C/Equivalent

Professional Medical Secretary qualification

Tools

EMIS

Docman

Lexacom

nhs.net email system

Job description

We are looking for a full time or parttime Secretary (Care Coordinator) to work with our friendly and supportive teamat Faversham Medical Practice and Newton Place Surgery. Working Mondays andFridays will be required.

(Agenda forChange - Band 3)

This position requires working BankHolidays due to our Urgent Treatment Centre being open 7 days a week 8am to8pm.

Employmentwill be by Faversham Medical Group (Faversham Medical Practice FMP and NewtonPlace Surgery NPS). However, this roleis an Additional Roles Reimbursement Scheme (ARRS) funded role across FavershamPCN.

Main duties of the job

Main duties of the role will be to support the PCN practice at the abovelocations to ensure the delivery of safe, effective and efficient systems forrepeat prescribing efficiency, medicines optimisation, medication enquiriestriage and maximising patient outcomes.

The successful candidate will work as part of a team toprovide an efficient, comprehensive secretarial and administrative supportservice to the practice. Prioritise own workloadand undertake duties without direct supervision, working within broadprocedural guidelines with oversight provided by the Office/Clinical ServicesManagers.

About us

Faversham Medical Group consists of 2 GP surgeries;Faversham Medical Practice and Newton Place Surgery. We also run an UrgentTreatment Centre based at Faversham Health Centre.

We are a friendly and supportive team.

Faversham is a beautiful, historic market town. It is closeto the vibrant city of Canterbury; just 60 miles from London and yet withineasy reach of attractive coastline areas and beaches.

Job responsibilities

To support the PCN practice at the abovelocations to ensure the delivery of safe, effective and efficient systems forrepeat prescribing efficiency, medicines optimisation, medication enquiriestriage and maximising patient outcomes.

To work as a team toprovide an efficient, comprehensive secretarial and administrative supportservice to the practice.

To prioritise workloadand undertake duties without direct supervision, working within broadprocedural guidelines with oversight provided by the Office/Clinical ServicesManagers.

Key Responsibilities:

• Handle and follow up patient enquiries, exercising initiative and liaising with the doctor, hospital, relatives and others with regard to actions necessary remembering always that the doctor remains accountable for clinical decisions.
• Type all correspondence as requested by doctors and health professionals, accessing work flows via personal and practice nhs.net e mail accounts, Docman, EMIS Tasks and Lexacom dictation system as well as other sources. This includes the typing and sending of letters, reports, investigation requests, patient referrals (manual and e-RS), minutes, medical information, memoranda etc. ensuring they are accurately typed and well presented.
• Make electronic referrals through the ERS system, selecting specialities and sub specialities, booking/requesting appointments as necessary and sending paperwork out to patients. Manage advice and guidance referrals through the ERS system, monitor responses and liaise with the Drs to ensure these are fully followed through and recorded on a spreadsheet. Check daily for rejected referrals and action as appropriate recording on spreadsheets and informing the relevant Doctor.
• Receive and dispatch mail and maintain a pending system.
• Check and action the practice emails on a rota basis, including forwarding onto relevant departments/scanning/folders as well as checking the secretarial email regularly throughout the day, actioning appropriately.
• Enter all correspondence on to the practice clinical system using read codes where appropriate and log all referrals.
• Prioritise all correspondence, working with and supporting colleagues to ensure urgent correspondence is undertaken in a timely manner.
• Provide cover for colleagues at times of annual leave and sickness to ensure the service to doctors and patients is unaffected at such times.
• Communicate and liaise with all staff teams and disciplines within and attached to the practice.
• Arrange appointments as required and take messages when appropriate. Deal with any telephone enquiries in a polite and professional manner.
• Establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• Retrieve medical records and assist the completion of medical/insurance reports, photocopy as required and invoice accordingly.
• Handle correspondence with Solicitors requesting patient records, updating practice records and typing invoices as appropriate.
• Process and chase patient results, liaising with the doctor or appropriate health professional, contacting patients and receiving telephone calls from patients as required.
• Attend Multi-Disciplinary Team or other meetings taking minutes and actioning any relevant points where necessary.
• Act as a point of contact for staff and doctors phoning to report sickness or delays in the mornings and to initiate appropriate action.
• Liaise with the clerk responsible to maintain adequate supplies of office stationery in order to perform an efficient secretarial service.
• Design/import and populate template letters and forms for use throughout the practice as required.
• Perform any reasonable administrative tasks as requested.
• To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.
• Support the practice team to maintain the quality and accuracy of all patient records by:
• Entering all appropriate patient information using the clinical system.
• Assisting with the management of disease registers where appropriate.
• Accurate input of all data.
• Maintain the safeguarding spreadsheet, completing all secretarial and administrative tasks associated with safeguarding, working to the adult and child safeguarding protocols.
• Make the Doctors drinks on a rota basis, and cover for others if they are off.

Please see the attached job description for full duties.

Person Specification

Experience

• Excellent organisational and problem solving skills.
• Ability to deal with external organisations in a pleasant and professional manner.
• Ability to understand and learn new software and administrative procedures.
• Excellent literacy skills.
• Familiar with email.
• Experience in primary care, NHS or caring profession.
• Experience in using EMIS clinical software.
• Experience of dealing with members of the public.
• Familiar with E-referral system.

Qualifications

• English GCSE grade C/Equivalent or above
• Professional Medical Secretary qualification (AMSPAR Diploma or equivalent, RSA typewriting skills level 1-3)

Other

• Good communicator, verbal & written, with all levels of staff, colleagues and members of the public.
• Ability to maintain confidentiality as per Job description and in line with GDPR 2018.
• IT literate, including use of Word to at least a basic-to-intermediate level
• Demonstrate due regard for safeguarding and promoting the welfare of children
• Accurate and Thorough Approach
• Willingness to work bank holidays.
• Evidence of recent self-directed learning or development.

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.