Job summary Medical Secretary/Relief Medical Receptionist required for small and friendly general practice. If you would like to work in a practice where each member of the team is valued for their contribution, then we would like to hear from you. You will have excellent knowledge of medical terminology, great attention to detail and ability to work in a busy and ever changing environment. This is an exciting opportunity for a hard working team player who takes pride in their work and is committed to the provision of a high quality secretarial service and has the flexibility to provide relief reception cover for our medical receptionist team. Main duties of the job This is primarily a medical secretarial role but includes an element of medical reception duties to enable the candidate to provide cover for reception colleagues on a scheduled and unscheduled basis. Secretarial duties include - but are not limited to - the processing of information both in electronic and hard copy, audio-typing of referral letters, liaising with members of the multidisciplinary team and external agencies such as secondary and community care providers, dealing with patient enquiries and use of the electronic referral service (ERS). Medical Reception duties include providing a front of house and telephone answering service to our patients in a calm, helpful and professional manner. About us We are a small general practice providing traditional general medical services to our patient population of circa 4500. We strive to provide the best possible care that we can, rating highly in this year's National Patient Survey for the provision of good quality accessible care. We have a longstanding team of clinical and non-clinical staff who are very supportive of each other and recognise the importance of everyone's role in the provision of our service. We work collaboratively with our local Primary Care Network to ensure that our patients are able to access local services. Date posted 06 November 2024 Pay scheme Other Salary £11.69 an hour Contract Permanent Working pattern Part-time Reference number A2536-24-0001 Job locations 133 London Road Cowplain Waterlooville PO8 8XL Job description Job responsibilities 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) To provide an efficient secretarial service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, etc in an accurate, and timely manner. To manage the Electronic Referral System (ERS) to ensure all referrals are actioned. To process new patient registrations: accepting electronic records into EMIS and overseeing registration workflow including deductions. To assist the practice manager with all clerical and administrative duties. To make appointments and bookings as required. To liaise and arrange meetings as required, attend meetings and take minutes. 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 the completion of medical/insurance records. To file patient records and correspondence in patient medical records. 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. To maintain the computer clinical system in an accurate and secure manner. To assist with the gathering of statistics and information when required. To provide cover for members of the secretarial team during periods of sickness and annual leave. To maintain adequate supplies of office stationery for the practice. To receive and dispatch mail. To respond to completed safeguarding requests in timely manner. To summarise new patient records on to the clinical system. To ensure that fees collected are deposited and a record sheet produced for each transaction. To monitor waiting room information boards and keep information relevant and up to date. To support all clinical staff with general administrative tasks as requested. Job Responsibilities (Reception) To answer phone calls Process telephone and e-requests for appointments. Answer incoming telephone calls, transferring calls or dealing with the callers request appropriately. Signpost patients to the most appropriate healthcare professional or service. Input data into patients electronic record in line with practice policy. Support all clinical staff with general tasks as required. Scan patient related documentation and attach scanned documents to patients healthcare records. Assist with the processing of repeat prescriptions as required. Open and distribute post as required. Assist in the closing and securing of the building at the end of the working day. 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, to include: - Using personal security systems within the workplace according to practice guidelines Identifying the risk involved in work activities and undertaking such activities in a way that manages those risks. Making effective use of training to update knowledge and skills. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting any identified potential risks Undertaking periodic infection control and health and safety training Confidentiality: While seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to 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. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. Equality and Diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues. Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Personal/Professional Development: The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include: 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. Quality: The post-holder will strive to maintain quality within the Practice, and will: Alert other team members to issues of quality and risk. Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance. Work effectively with individuals in other agencies to meet patients needs. Effectively manage own time, workload and resources Engage positively with any quality improvement initiatives or programmes. 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. Recognize peoples needs for alternative methods of communication and respond accordingly. Contribution to the Implementation of Services: The post-holder will: Apply Practice policies, standards and guidance. Discuss with other members of the team how the policies, standards and guidelines will affect own work. Participate in audit where appropriate. Job description Job responsibilities 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) To provide an efficient secretarial service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, etc in an accurate, and timely manner. To manage the Electronic Referral System (ERS) to ensure all referrals are actioned. To process new patient registrations: accepting electronic records into EMIS and overseeing registration workflow including deductions. To assist the practice manager with all clerical and administrative duties. To make appointments and bookings as required. To liaise and arrange meetings as required, attend meetings and take minutes. 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 the completion of medical/insurance records. To file patient records and correspondence in patient medical records. 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. To maintain the computer clinical system in an accurate and secure manner. To assist with the gathering of statistics and information when required. To provide cover for members of the secretarial team during periods of sickness and annual leave. To maintain adequate supplies of office stationery for the practice. To receive and dispatch mail. To respond to completed safeguarding requests in timely manner. To summarise new patient records on to the clinical system. To ensure that fees collected are deposited and a record sheet produced for each transaction. To monitor waiting room information boards and keep information relevant and up to date. To support all clinical staff with general administrative tasks as requested. Job Responsibilities (Reception) To answer phone calls Process telephone and e-requests for appointments. Answer incoming telephone calls, transferring calls or dealing with the callers request appropriately. Signpost patients to the most appropriate healthcare professional or service. Input data into patients electronic record in line with practice policy. Support all clinical staff with general tasks as required. Scan patient related documentation and attach scanned documents to patients healthcare records. Assist with the processing of repeat prescriptions as required. Open and distribute post as required. Assist in the closing and securing of the building at the end of the working day. 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, to include: - Using personal security systems within the workplace according to practice guidelines Identifying the risk involved in work activities and undertaking such activities in a way that manages those risks. Making effective use of training to update knowledge and skills. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting any identified potential risks Undertaking periodic infection control and health and safety training Confidentiality: While seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to 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. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. Equality and Diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues. Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Personal/Professional Development: The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include: 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. Quality: The post-holder will strive to maintain quality within the Practice, and will: Alert other team members to issues of quality and risk. Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance. Work effectively with individuals in other agencies to meet patients needs. Effectively manage own time, workload and resources Engage positively with any quality improvement initiatives or programmes. 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. Recognize peoples needs for alternative methods of communication and respond accordingly. Contribution to the Implementation of Services: The post-holder will: Apply Practice policies, standards and guidance. Discuss with other members of the team how the policies, standards and guidelines will affect own work. Participate in audit where appropriate. Person Specification Knowledge and Skills Essential Excellent communication skills (written and oral) Strong IT skills including audio typing Clear, polite telephone manner Sensitive and empathetic in stressful situations Ability to deal with patients presenting at the reception desk in a calm and helpful manner Competent in the use of Office and Outlook EMIS user skills Effective time management (planning and organising) Problem solving and analytical skills Minute taking skills to include preparation of agendas, taking minutes and producing accurate notes in a timely manner Ability to work as a team member and autonomously Ability to follow policy and procedure Flexible and adaptable to meet competing priorities and changing working practices Knowledge and previous use of EMIS or other clinical system The post holder has access to confidential patient information and will, therefore need to have a working knowledge and adhere to all aspects of information governance, data protection and confidentiality policies Good knowledge of medical terminology Sound knowledge of workflow administrative procedures and systems with ability to problem solve for patients and staff. Desirable Knowledge of read coding. Qualifications Essential Educated to GCSE level or equivalent Desirable GCSE Mathematics and English (C or above) NVQ Level 2 in Health and Social Care Personal Attributes Essential Motivated and enthusiastic Ability to demonstrate empathy and sensitivity Ability to work under pressure and meet organisational deadlines Team player Experience Essential Experience of working in a healthcare setting as a medical secretary or medical receptionist Experience of working in a constantly changing environment without direct supervision. Experience of using EMIS or other healthcare IT system. Experience of working in a customer focused environment. Desirable Experience of using patient systems to run searches according to patient demographics and disease areas. Person Specification Knowledge and Skills Essential Excellent communication skills (written and oral) Strong IT skills including audio typing Clear, polite telephone manner Sensitive and empathetic in stressful situations Ability to deal with patients presenting at the reception desk in a calm and helpful manner Competent in the use of Office and Outlook EMIS user skills Effective time management (planning and organising) Problem solving and analytical skills Minute taking skills to include preparation of agendas, taking minutes and producing accurate notes in a timely manner Ability to work as a team member and autonomously Ability to follow policy and procedure Flexible and adaptable to meet competing priorities and changing working practices Knowledge and previous use of EMIS or other clinical system The post holder has access to confidential patient information and will, therefore need to have a working knowledge and adhere to all aspects of information governance, data protection and confidentiality policies Good knowledge of medical terminology Sound knowledge of workflow administrative procedures and systems with ability to problem solve for patients and staff. Desirable Knowledge of read coding. Qualifications Essential Educated to GCSE level or equivalent Desirable GCSE Mathematics and English (C or above) NVQ Level 2 in Health and Social Care Personal Attributes Essential Motivated and enthusiastic Ability to demonstrate empathy and sensitivity Ability to work under pressure and meet organisational deadlines Team player Experience Essential Experience of working in a healthcare setting as a medical secretary or medical receptionist Experience of working in a constantly changing environment without direct supervision. Experience of using EMIS or other healthcare IT system. Experience of working in a customer focused environment. Desirable Experience of using patient systems to run searches according to patient demographics and disease areas. Employer details Employer name The Village Practice Address 133 London Road Cowplain Waterlooville PO8 8XL Employer's website http://www.thecowplainvillagepractice.net/ (Opens in a new tab)