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Job Summary: To provide a wide range of secretarial and administrative support to the practice manager, doctors, and health professionals. Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS). To provide cover for medical receptionist colleagues when absent due to scheduled or unscheduled leave.
Job Responsibilities (Secretarial):
1. To provide an efficient secretarial service for GPs and health professionals as required.
2. This includes the typing of letters, reports, patient referrals, minutes, etc., in an accurate and timely manner.
3. To manage the Electronic Referral System (ERS) to ensure all referrals are actioned.
4. To process new patient registrations: accepting electronic records into EMIS and overseeing registration workflow including deductions.
5. To assist the practice manager with all clerical and administrative duties.
6. To make appointments and bookings as required.
7. To liaise and arrange meetings as required, attend meetings and take minutes.
8. To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
9. To retrieve medical records and assist the completion of medical/insurance records.
10. To file patient records and correspondence in patient medical records.
11. To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
12. To maintain the computer clinical system in an accurate and secure manner.
13. To assist with the gathering of statistics and information when required.
14. To provide cover for members of the secretarial team during periods of sickness and annual leave.
15. To maintain adequate supplies of office stationery for the practice.
16. To receive and dispatch mail.
17. To respond to completed safeguarding requests in a timely manner.
18. To summarise new patient records onto the clinical system.
19. To ensure that fees collected are deposited and a record sheet produced for each transaction.
20. To monitor waiting room information boards and keep information relevant and up to date.
21. To support all clinical staff with general administrative tasks as requested.
Job Responsibilities (Reception):
1. To answer phone calls and process telephone and e-requests for appointments.
2. Answer incoming telephone calls, transferring calls or dealing with the caller's request appropriately.
3. Signpost patients to the most appropriate healthcare professional or service.
4. Input data into patients electronic records in line with practice policy.
5. Support all clinical staff with general tasks as required.
6. Scan patient-related documentation and attach scanned documents to patients' healthcare records.
7. Assist with the processing of repeat prescriptions as required.
8. Open and distribute post as required.
9. Assist in the closing and securing of the building at the end of the working day.
10. Any other duty that is deemed appropriate to the role by the Practice Manager or GP partner.
General Responsibilities:
Health & Safety: The post-holder will assist in promoting and maintaining their own and others' health, safety, and security as defined in the practice Health & Safety Policy.
Confidentiality: While seeking treatment, patients entrust us with sensitive information. All such information is to be regarded as strictly confidential.
Equality and Diversity: The post-holder will support the equality, diversity, and rights of patients, carers, and colleagues.
Personal/Professional Development: The post-holder will participate in any training programme implemented by the Practice as part of this employment.
Quality: The post-holder will strive to maintain quality within the Practice.
Communication: The post-holder should recognize the importance of effective communication within the team.
Contribution to the Implementation of Services: The post-holder will apply Practice policies, standards, and guidance.
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