Invicta Health has an exciting opportunity for a Medical Secretary to join the team on a full time/ part time basis at The Marsh Practices- Martello Health Centre, Orchard House Surgery and Church Lane Surgery.
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 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.
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
* Car Lease Scheme
* Employee Assistance Programme
Job responsibilities
Appointments and Referrals
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.
Generate, log, track and chase fast track referrals including Cancer referrals.
Support the practice with patients' clinical queries relating to referrals where appropriate.
Monitor DOCMAN workflow and complete all secretarial tasks that originate from DOCMAN and EMIS.
Data Handling
To action all subject access requests (SAR) and third-party access requests (TPSAR) on the IGPR system in a timely manner.
To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
To retrieve medical records and assist in the completion of medical/insurance records.
Source and chase medical information from third-party practices and code them on the patients' medical file where appropriate.
Obtain and file patient records and correspondence in patient medical records where required.
Action any incoming and outgoing medical notes, liaising with note space and ensuring accuracy.
Summarise patient notes in a timely manner ensuring relevant information is coded correctly on the systems.
Communication
To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
Monitor the Medical Secretary email account and action any requests, raising any urgent enquiries to your line manager where relevant.
Attend the daily huddle meetings, providing relevant information prior to and/or during the meeting where necessary.
To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and timely manner.
Accept payments and issue receipts for non-NHS services.
Assist the Clinical Administration Manager with all clerical and administrative duties.
Support GP/Nurses with administration tasks when requested, for example, dictation and the sending of XRAY, MRI, CT scan and Ultrasound requests.
Attend clinical and management meetings and take minutes when requested.
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.
Person Specification
Personal Attributes
* Willingness to learn and adapt to change
* Highly customer focused
* Understanding and approachable
* Strives for excellence
* Honest and fair
* 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 filing systems
* Experience of work involving regular and accurate data inputting
* Experience of working with EMIS and DOCMAN
* Experience of working with Microsoft packages including Word, Excel and PowerPoint
* Knowledge and understanding of the National Health Service
* Knowledge of office management systems and procedures
* Previous administration experience within a medical environment
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
* Possess an aptitude for dealing with potentially difficult or demanding situations.
* Good telephone manner
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.
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