Job summary
We are looking for an enthusiastic Medical Secretary to join our support team, focusing on GP and Clinical Admin. You must be able to demonstrate excellent organisational skills and be able to prioritise your workload. A flexible, professional and enthusiastic approach is essential along with the desire to deliver an excellent customer service to our patients.
We offer competitive rates of pay, holiday and NHS Pension scheme. Full training and development opportunities available.
Main duties of the job
You will process outgoing referrals and tasks initiated by the GP and Nursing Team including routine, urgent and two-week wait referrals. Liaising with hospitals, consultants and other providers you will help arrange and expedite appointments and investigations, patient transport and support patients with their enquiries. Knowledge or experience of SystmOne and/or ERS would be an advantage, but full training is available.
About us
We are a friendly, part-dispensing GP Practice based in the heart of historic St Ives. We specialise in training (including GP Registrars, medical students and nursing students) and research. Over the last 2 years we have invested in expanding our team and premises to deliver high-quality patient care. If you have a passion for primary care, we'd love to hear from you.
Job responsibilities
The duties and responsibilities to be undertaken by members of the Support Team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Support Team Leader, Operations Manager or Practice Business, depending on current and evolving Practice workloads and staffing levels:
GP & Clinical Admin
1. Provide an effective and efficient audio, copy typing and word processing service for the GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums etc in an accurate, quality and timely manner.
2. Process patient referrals NHS eReferral system selecting the appropriate speciality and clinic.
3. Assist in the processing of all 2WW (2 week wait) referrals within the appropriate timescale.
4. Maintain a working knowledge of the local NHS services, including the clinics and specialties available, referral criteria and requirements and the appropriate forms and/or systems to be used.
5. Liaise with other healthcare services to expedite patient referrals and/or appointments and to chase and/or request repeat copies of patient results, outpatient clinic letters and or patient discharges.
6. Arrange patient transport as and when required in accordance with current local guidelines and restrictions.
7. Make patient appointments, bookings and arrange admissions as and when required.
8. Complete all Practice tasks assigned to you and contribute to the completion of tasks assigned to the Support Team.
9. Identify scanned completed medical reports and pass to the Finance Manager for invoicing before dispatch. Ensure items for patient collection have been paid for in advance and are scanned, enveloped and passed to Reception. Telephone patient to advise that the report is ready and the cost.
10. Action and complete all GP & Clinical Admin requests received by email, manual note or S1 task including contacting the patient where appropriate to arrange any follow-up tests or appointments or liaising with other healthcare agencies to chase results or referrals or to arrange or cancel further care.
11. Provide liaison between the Practice and community based nursing services including ICMT, Intermediate Care and the District Nursing Teams to facilitate care and support for patients as required.
12. Liaise with patients and other health agencies by telephone as required, providing a polite, constructive and effective telephone support service. Provide incoming telephone call support to the team as required, action requests and/or taking messages as and when appropriate.
13. Assist the Support Team Leader and/or Practice Manager with clerical and administrative duties as required.
14. Maintain appropriate entries and record keeping in the Practice clinical system as required by your role and duties. Run reports and data searches as and when requested to do so and submit the data to the Practice Manager. Retrieve and file manual patient records as required.
15. Contribute to the maintenance and running of the Practice Gold Standards and Child Protection Registers and any waiting lists. Support the Practice with multi-disciplinary work including complex case and admission avoidance referrals.
16. Maintain and action incoming emails to the Practice admin nhs.net email account action work as required.
17. Provide ad-hoc support to the Reception & Admin Team as required, including relief reception and/or telephone cover and cover for meetings, training or staff absence as directed.
18. Undertake any other additional duties appropriate to the post as requested by the Partners, Practice Business Manager.
Confidentiality:
1. In the course of 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.
2. 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.
3. 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.
Person Specification
Qualifications
Essential
1. IT literate, including experience in using Word and Excel at an advanced level. Experience in using practice clinical software Previous experience in an analytical role. Experience of working a complex, fast paced environment with high levels of regulation and compliance. Familiarity with a variety of Windows-based software and Windows / network environment. Experience of complex administration and record keeping in an office environment. Ability to understand and learn new software and administrative procedures. Familiar with email and the internet Ability to analyse and interpret information.
Desirable
1. Experience in primary care/NHS/caring profession Formal qualification in IT (e.g. CLAIT, ECDL). Experience of dealing with members of the public. Understanding of key data protection legislation.
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.
Employer details
Employer name
Grove Medical Practice
Address
Cromwell Place
St Ives
Cambridgeshire
PE27 5JD
Employer's website #J-18808-Ljbffr