Job summary
Hamstreet Surgery is looking for a friendly, hardworking and enthusiastic Secretary to join our team. Experience in a medical secretary setting or in a medical field is essential, as being proficient in EMIS WEB, but some training can be given. This position requires strong organisational skills, attention to detail and the ability to manage multiple tasks efficiently in a fast- paced environment.
Main duties of the job
Provide an efficient audio,copy typing and word processing service as well as other GP practice clericalduties for the practice manager and clinical team. Liaising with external agencyssuch as hospitals and community services ensuring referral are processedefficiently.
About us
Just outside the Ashford area, the surgery is a busyteaching practice providing medical services to approximately 7800 patients andoperates from renovated premises with an onsite dispensary. We use Emis Web clinical system, have a CQC ratingof Good, and achieve high QOF points. We are part of Ashford Rural PCN group andhave a close working relationship with Ivy Court, Charing and Woodchurchsurgeries. Applicants should consider theirtransport options, as the position is based in a rural location.
Job description
Job responsibilities
1. 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, agenda & minutes, memorandums, safety netting, recalls, INR star, etc. in an accurate and quality manner.
2. Clinical system searches
3. To Readcode patient condition in Emis via the Docman workflow folder.
4. To assist the practice manager, clinical & team leaders with all clerical and administrative duties.
5. To make appointments, bookings and admissions as required.
6. To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.
7. To coordinate and complete the necessary items for the Cardiology GPWSI service
8. Patient test results
9. To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
10. 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 clinic 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. In liaison with the clerk responsible, maintain adequate supplies of office stationery in order to perform secretarial duties.
16. Partake in Audits as directed.
17. Review national cervical screening portal and send out appointments/reminders as required
18. To receive and dispatch mail and maintain a pending system.
19. To answer patient queries and to backup reception by answering the telephone.
20. To scan, open and take the post as required.
21. Process requests for information SAR, insurance/solicitors letters, DVLA & DWP forms.
22. Support reception staff, providing cover during staff absence
23. Complete opening and closing procedures of the premises
Person Specification
Qualifications
Essential
24. Educated to GCSE level or equivalent, including English and Maths
Desirable
25. Appropriate NVQ III Certificate ( Business Administration, Secretarial Support etc) or equivalent level qualifications / relevant experience
26. Audio typing skills
27. Experience in using Emis Web
Experience
Essential
28. Excellent Audio Typing Skills
29. Good knowledge of medical terminology
30. Ability to deal with enquiries in a professional manner
31. Understanding the need for confidentiality in the workplace
32. Ability to work as part of a team
33. Ability to prioritise own workload and work with minimum
34. supervision
35. Excellent IT, Word Processing and clerical skills
36. A willingness to learn and work in a flexible manner
37. Ability to work in a busy General Practice and cope with a variety
38. of demands from patients and clinical staff.
Desirable
39. Previous secretarial experience in a healthcare environment desirable