We are looking for an enthusiastic team player to join our administration/secretarial team at The Castle Practice.
We have an excellent GP and Nursing Team and a supportive and efficient administrative team.
Main duties of the job
General day to day secretarial tasks working for a team of GPs and other additional roles, including referrals, letters, minutes, memos, patient contact via email, phone and messages using SystmOne in an accurate and quality manner.
About us
We are a busy 10 Doctor Practice based in Castle Bromwich. The Castle Practice is a hard working, friendly team managed by five Partners and a Practice Manager. We are supported by five salaried doctors, 3 nurses, 3 HCAs, Reception and Admin team.
Job responsibilities
To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.
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).
The post holder must be able to work under pressure, effectively prioritise and be able to work to deadlines to meet targets. They will be expected to work to a high professional standard with an eye for attention and detail and a knowledge of medical terminology.
To provide a full secretarial service for the Practice referral system guidelines and other referral pathways. To ensure 2 week wait referrals are dealt with efficiently and promptly and contain all relevant information, and to keep up to date with changes in referral pathways etc. Processing referrals using the electronic referral system (ERS).
To liaise with clinicians, administration staff, secondary care clinicians and their secretaries, patients and other external organisations, actioning all incoming email and all administrative queries as necessary.
To ensure patients are contacted via email and telephone regarding referrals and hospital appointments. Only using the postal system when completely necessary.
Managing all inquiries in an effective manner, answering incoming phone calls, transferring calls or dealing with the caller's request appropriately.
Maintaining an accurate referrals database.
Scanning and inputting data of patient-related documentation and attaching scanned documents to patients' healthcare records.
Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms.
Clinically coding data on SystmOne as required.
Carrying out system searches as requested.
Maintaining a clean, tidy, effective working area at all times.
Supporting all clinical staff with general administrative tasks as requested.
To assist the Practice Manager with clerical and administrative duties.
To make appointments, hospital bookings and admissions as required.
To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
To maintain confidentiality of patient information at all times.
Adaptability and willingness to change in an ever-changing NHS environment.
Person Specification
Qualifications
* Good standard of general education
* GCSE Mathematics C or above
* GCSE English C or above
* AMSPAR Diploma
* RSA III Word Processing/Information Technology
* European Computer Driving Licence (ECDL)
Experience
* Previous medical secretary in general practice
* Experience of MS Office, Web and E-mail
* Experience of working within a medical environment
* Experience of eReferral
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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