Support Secretary and Medical Administrator
There is an exciting opportunity within The Peel Medical Practice to join the team as a Support Secretary and Medical Administrator. We are looking for a team player who will be working alongside and supporting the Medical Secretary in respect of their work.
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.
Main Duties of the Job
* Typing and despatch of referrals in a timely manner
* Raising referrals on the ERS (Choose and Book system)
* Monitor incoming emails
* Assist in the upkeep of clinical information and general filing correspondence
* Responsible for the regular monitoring of ERS Worklists
* Provide support and cover to other team members during annual leave periods
* Answer the telephone and take messages and deal with queries as required
About Us
Peel Medical Practice is a busy GP practice in Tamworth with over 14,000 patients. We are a friendly, welcoming and forward-thinking practice with over 50 staff, including 6 GP Partners, Management team, Clinical team, and administration team. We pride ourselves in being a well-established training practice from trainee Doctors to Student Nurses. As a practice, we believe in delivering the highest standards for our patients, and this is reflected in our NHS patient reviews.
Job Responsibilities
* Provide full secretarial support to the GPs and members of their teams regarding general medical duties and specialist work.
* Liaise and communicate effectively with external agencies.
* Ensure routine NHS referral letters and private referrals are distributed efficiently and within a 5 working day period, ensuring appropriate enclosures are attached as necessary.
* Ensure 2WW referrals are dealt with within a 24-hour working day period via the ERS system and contain all relevant information.
* Keep up to date with changes in referral pathways, new proformas, and funding criteria via emails sent to the practice.
* Resolve queries from GPs via practice notes and Docman.
* Undertake queries on behalf of patients, contacting hospitals and other external agencies as needed, keeping the patient informed.
* Record data accurately and appropriately connected to patients to ensure good communication and audit standards.
* Regularly monitor and deal with the ERS Worklists appropriately.
* Provide extra hours to cover staff planned absences and assist by providing overtime to cover sickness absences when reasonably possible.
This job description is not a complete list of duties but is intended to give a general indication of the range of work undertaken. It will vary over time as demands and priorities within the Practice change.
Principal Responsibilities
Confidentiality
In the course of seeking treatment, patients entrust us with sensitive information regarding their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their Carers, practice staff, and other healthcare workers. All such information is to be regarded as strictly confidential.
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, which includes:
* Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
* Taking responsibility for own development, learning, and performance and demonstrating skills and activities to others who are undertaking similar work.
* Reporting any hazards in the working area immediately to the line manager.
Quality
The post-holder will strive to maintain quality within the practice by:
* Alerting other team members to issues of quality and risk.
* Assessing own performance and taking accountability for own actions, either directly or under supervision.
* Contributing to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance team performance.
* Working effectively with individuals in other agencies to meet patients' needs.
* Effectively managing own time, workload, and resources.
Communication
The post-holder should recognize the importance of effective communication within the team and will strive to:
* Communicate effectively with other team members.
* Communicate effectively with patients and carers to help them achieve better health outcomes.
* Recognize people's needs for alternative methods of communication and respond accordingly.
* Offer a polite, friendly, and efficient level of customer service to all patients.
Contribution to the Implementation of Services
The post-holder will:
* Apply practice policies, standards, and guidance.
* Discuss with other team members how the policies, standards, and guidelines will affect own work.
* Participate in audit where appropriate.
Performance/Professional Development
The post-holder will participate in training sessions to ensure administrative, clinical, and computer skills are kept up to date with current technology and practice.
The post-holder will participate in regular appraisal meetings and team meetings when required.
Feedback
The post-holder will listen to feedback from patients and colleagues, whether this be a complaint, comment, or compliment, and if it cannot be dealt with immediately, refer it to the Practice Manager.
CCQ
The post-holder will work within the guidelines set by CCQ to ensure the Practice is safe, efficient, and provides the best possible care for patients.
Person Specification
Experience
* Experience working in a busy environment.
* Experience working in an administrative role.
* Use of EMIS web or similar clinical system.
* Standard level of IT literacy/keyboard skills.
* Ability to work independently and as part of a team.
* Ability to prioritize own workload.
* Excellent organizational skills.
* Knowledge of the Electronic Referral System and general referrals.
* Experience in using NHS systems.
Qualifications
* GCSE grade A to C in English and Maths.
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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