Hours of work Monday to Friday 9.30am-5.30pm across 2 sites in Selly Oak & Kings Norton.
Must have experience in Primary Care.
Main duties of the job
To provide & be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the GPs, health professionals and administrative staff. To provide an efficient, accurate, quality and timely service. Duties include but are not limited to audio, copy typing and word processing service for the typing of patients referrals, letters, reports, minutes, memorandums etc. Liaising with team members, external agencies such as secondary care and community service providers, including use of the electronic referral service (ESR).
About us
We have 2 sites based in Selly Oak and Kings Norton.
We have approximately 7,700 patients.
We have a team of 4 GP partners, 4 Physician Associates, a Salaried GP, Advanced Nurse Practitioner, Practice Nurse, 3 Healthcare Assistants, Pharmacist, Social Prescriber and a team of administrative staff.
Job responsibilities
1. To undertake administrative tasks in a timely manner associated with the referral of patients, to accurately maintain the practice records of referrals, including e-referral.
2. Process referrals to external agencies using the electronic referral system (ESR), email etc.
3. Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently.
4. Liaise with other healthcare professionals, secretaries and administration teams with regards to coordinating patient care.
5. Typing letters, reports and associated documentation.
6. Process requests for information i.e. SARs, photocopy medical records and documents insurance/solicitors letters, DVLA, DWP, private letter/report requests from patients etc.
7. Maintain an accurate record of incoming/outgoing fees for medical reports/letters etc.
8. Advise patients of relevant charges for private services, accept payment and issue receipts for same.
9. Resolve problems which relate to the e-referral service. This includes changes to place of referral and dealing with rejected referrals.
10. To resolve a wide variety of patient queries (referral/reports/forms/private letter etc) received by telephone, in person and in writing in a professional and courteous manner.
11. To initiate and compose correspondence, whether internal or external in a professional and timely manner.
12. 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.
13. To accurately update and monitor patient records and information systems both manual and computerized.
14. Ensure correct proformas are used by Clinicians and these are saved within Emis Web and old ones removed.
15. Regularly throughout the day check tasks in Emis and action appropriately.
16. Docman10 – Process tasks on a daily basis, scan, file documents etc.
17. Check emails on a daily basis and process accordingly.
18. Send communication via AccuRx.
19. Keep up to date with changes in referral systems and new proformas.
20. Producing information leaflets as appropriate.
21. To liaise and arrange meetings as required and to attend meetings and take minutes.
22. To work as a positive and supportive team member, providing cover for other roles as required.
23. Assist the Practice Manager with clerical and administrative duties.
24. To assist the practice team with clerical and administrative duties as may be reasonably required; including, process reviews, letter writing, faxing, emailing, scanning, read-coding, auditing etc.
25. To assist with the gathering of statistics and information when required.
26. Ensure up-to-date maintenance of both computerized and manual filing systems (i.e. patient notes).
27. To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
28. Undertake administration tasks as allocated.
29. Delivery of training and development to required practice staff.
30. To keep up to date with practice information including policy and procedure changes.
31. To identify areas for quality improvement, risk avoidance or development and take an active part in delivering the business objective.
32. Ensure high levels of confidentiality and adhering to GDPR requirements at all times.
33. Ensure working areas are kept neat and tidy.
This job description is not meant to be exhaustive but is merely indicative of the main duties involved, however, the post holder may at times be required to carry out other duties not listed.
Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures.
Person Specification
Qualifications
* Educated to GCSE level or equivalent.
* GCSE Mathematics & English (C or above).
* AMSPAR Medical Secretary Qualification.
Experience
* Experience of working as a Medical Secretary.
* Experience of working in a General Practice.
* Experience of Medical Terminology.
* Experience of dealing with the public.
SKILLS
* Excellent communication skills (written and oral).
* Clear, polite telephone manner.
* Competent in the use of Office and Outlook.
* Effective time management (Planning & Organising).
* Good organisational skills.
* Ability to work as a team member and autonomously.
* Good interpersonal skills sensitivity, tact & diplomacy.
* Problem solving & analytical skills.
* Ability to follow policy and procedure.
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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