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Invicta Health is recruiting for a Medical Secretary to join the friendly team at St James Surgery on a part time basis, working 20 hours per week.

The role will be based at St James Surgery, Harold Street, Dover, Kent, CT16 1SF

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

As a Medical Secretary, you will provide an important role in supporting the practice team with the day to day running of the practice by undertaking a variety of administrative and secretarial services for the Practice Manager, GPs and Healthcare Professionals.

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
• Car Lease Scheme
• Employee Assistance Programme

Main Responsibilities

Clinical Administration

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

Examine records and documentation for missing information and coding errors, using medical knowledge to correct mistakes found in a timely manner.

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

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

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

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

Monitor DOCMAN workflow and complete all secretarial tasks that originate from DOCMAN and EMIS.

Troubleshoot any DOCMAN issues and add/remove users where necessary.

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

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

Undertake DOCMAN training for new starters, setting up templates and new users. 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 manner when requested.

Summarise notes If required for SAR and undertake redaction as necessary.

liaise with solicitors, police, and data protection companies where necessary.

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

Follow IG policies and procedures and provide input into organisational improvements in IG processes.

To establish and maintain filing and administrative systems so that written, or computer information is easily accessible and secure.

General Administration

Photocopying, scanning, filing and proof reading in a timely and accurate manner

Process all incoming and outgoing post in a timely manner

Communication

Receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appointment and referral queries.

Liaise with third party services such as funeral directors as and when required.

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

Assist the practice manager with all clerical and administrative duties.

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

Support the practice team with any DOCMAN training, queries or issues.

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

General Duties

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

To contribute to the development of services, including processes, templates and principles.

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

Any other reasonable duties as directed by your line manager.

• 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

• Good level of education including competent levels of numeracy and literacy

• 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

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

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.