Job summary Invicta Health has an exciting opportunity for a Medical Secretary to join the team on a full time/ part time basis.We reserve the right to close this vacancy early if we receive sufficient applications for the role.
Main duties of the job As a Medical Secretary, you will provide an important role in supporting the practice team with the day to day running of the practice by undertaking a variety of administrative and secretarial services for the Practice Manager, GPs and Healthcare Professionals.
About us Invicta Health is a non-profit company, with a passion for primary care.
We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent.
Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.What perks can we offer you?
NHS Pension Learning and Development opportunities Progression opportunities Competitive annual leave entitlement Incremental pay progression Flexible working Approved blue light card provider Salary Sacrifice Schemes Car Lease Scheme Employee Assistance Programme Job description Job responsibilities Appointmentsand Referrals Use the E-referral system (ERS) to action,monitor and track appointments, bookings, and admissions of patients tohospital and send out relevant documentation to the patient.
Work to successfully action ERS tasks relatingto any changes made to referrals and effectively manage rejected referrals.
Generate, log, track and chase fast trackreferrals including Cancer referrals.
Support the practice with patients clinicalqueries relating to referrals where appropriate.
Monitor DOCMAN workflow and complete allsecretarial tasks that originate from DOCMAN and EMIS.DataHandling To action all subject access requests (SAR)and third-party access requests (TPSAR) on the IGPR system in a timely manner.
Processing and handling of Death Certificatesand Cremation Forms.
Liaising with coroners, medical examiners and GPs toensure timely issue and preparing invoices for the appropriate fee whererequired.
To establish and maintain filing andadministrative systems so that written, or computer information is easilyaccessible and secure.
To retrieve medical records and assist in thecompletion of medical/insurance records.
Source and chase patient blood results fromthird party practices and code them on the patients medical file whereappropriate.
Obtain and file patient records andcorrespondence in patient medical records where required.Communication To receive incoming and initiate outgoing telephone calls to facilitatetimely and appropriate communications with others, taking messages and dealingwith appropriate queries.
Monitor the Medical Secretary email accountand action any requests and raising any urgent enquiries to your line managerwhere relevant.Miscellaneous Assist the practice manager with all clericaland administrative duties.
Support GP/Nurses with administration tasks whenrequested for example, Dictation and the sending of XRAY, MRI, CT scan andUltrasound requests.
Attend clinical and management meetings andtake minutes when requested.
Cover the work of other colleagues within theClinical Administration team when requested.
General DutiesTowork collaboratively and professionally with colleagues across Invicta Health,building and maintaining relationships.Tocontribute to the development of services, including processes, templates andprinciples.
To treat all members of the public with respect andnot to discriminate on the grounds of age, disability, gender reassignment,race, religion or belief, gender, sexual orientation, marriage or civilpartnership, or pregnancy and maternity or any other issue.To ensure that Health and Safety guidelines areobserved at all times and alert management to any concerns raised by staff ormembers of the public.To be aware of guidelines relating to the safeguardingof children and vulnerable adults.To ensure that strict confidentiality is observed atall times, especially when dealing with personal information.
To take part in any statutory and mandatory trainingor other training and development programmes as requested.Any other reasonable duties as directed by your linemanager.Due to the changing nature of Invicta Health, jobdescriptions will evolve and are therefore subject to periodic review.Full terms and conditions of employment will be issuedif an offer of employment is made.
Person Specification Key skills Essential Able to communicate effectively and collaboratively across varied disciplines.
Able to work in a well-organised and professional manner, maintaining concentration and accuracy Able to manage conflicting priorities Possess an aptitude for dealing with potentially difficult or demanding situations.
Good telephone manner Qualifications Essential Good level of education including competent levels of numeracy and literacy Desirable AMSPAR qualification Personal Attributes Essential Willingness to learn and adapt to change Highly customer focused Understanding and approachable Strives for excellence Honest and fair Leads by example Positive can do attitude Experience Essential Understand the importance of maintaining patient and data confidentiality.
Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations.
Experience of setting up and maintaining effective administrative filling systems Experience of work involving regular and accurate data inputting Experience of working with EMIS and DOCMAN Experience of working with Microsoft packages including, word, excel and power point Knowledge and understanding of the National Health Service Desirable Knowledge of office management systems and procedures Previous administration experience within a medical environment