Medical Secretary/Receptionist

Job summary You will be working as a medical secretary and receptionist, whichwill involve dealing with incoming emails, processing and typingreferrals/letters/reports, audio typing, liaising with external agencies, filing incomingletters/reports, dealing with requests for patient information, working on thereception desk, in our phone room and in our busy admin office.
All of ourroles are demanding and varied, so suit people that like to be kept busy, multi-taskand help their team members achieve the priorities for the day.Experience of working in a GP surgery would be an advantage but weare equally happy to train the right candidate.
It's a perfect role for someone looking for anew opportunity within the healthcare sector.
For us, its about finding the right person tojoin our team.
Main duties of the job Key skills for all roles are: Communication - face toface and on the telephoneComputer skills - abilityto learn quickly & use multiple systems Excellent typing skills ability to type correspondence quickly and accurately.
Audio typing experience preferable.
Team work - willingness tohelp out colleagues, flexibility in the work you do & covering extra hourswhen needed Multi-tasking &prioritising - ability to manage a variety of tasks & identify what needsto be done first About us We are a small GP practiceproviding care to 6,200 patients living in Robertsbridge and Battle.
Weare based at Oldwood Surgery, Robertsbridge; and Battle Health Centre, StationApproach, Battle.Quality integrated care and patient wellbeing is at the heart ofeverything we do.
We are looking for team members who aspire to these valuesand can help us to deliver great quality services to our patients.
Job description Job responsibilities Job DescriptionJob Title: Medical Secretary/Receptionist Reports to: Reception ManagerHours: Part timeJob Summary:To assist with the smooth running of the reception area and waiting room.
To provide good customer service at all times.To ensure that the highest standards of service are given to patients, maintaining confidentiality and being aware of the Data Protection Act at all times.
Reception Duties: To welcome patients and mark them on the system as arrived.
To book appointments for patients with doctors and other members of the primary care team.
To answer and deal with face to face and/or telephone queries and liaise with hospitals/community services as appropriate.
To process repeat prescriptions.
To process e-consultation requests in Engage Consultations.
To ensure the waiting room is tidied between surgeries.
To ensure consulting rooms are kept tidy and stationery replenished.
To raise invoices and receive cash, cheques and take card payments over the counter from patients and record details, passing money securely to the Business Manager.
To receive specimens from patients, ensuring that they are properly labelled and given to the nurse to despatch to the Path Laboratory within timescales.
To take, record and pass on messages accurately, including home visits.
To open, stamp and sort all post.
To deal with emails received.
To scan letters and documents onto the patients electronic records.
To send referrals forms via email or online according to the organisations requirements To summarise patient records and process according to the Practice protocols.
To deal with registering new patients and deducting leaving patients, including temporary residents.
To know how to operate all office equipment.
To enter data on to the patients electronic records as required.
To deal with requests by patients or insurers, solicitors etc for patient records (with the patients explicit permission).
To carry out general office administration including processing data on Practice computer systems.
To support patients with online patient services including helping them to log on and answering queries.
To deal with problems as they arise, including liaising with IT or telephone helpdesks, or using the specialist spillage/cleaning packs depending upon the problem and solution required.
To work additional hours to cover other members of staff for annual leave and periods of sick or other leave.
To be prepared to work additional hours on an ad hoc basis to complete specific pieces of work, as appropriate.
To ensure all appropriate colleagues are aware of any information which needs to be passed from one shift to another.
To take part in internal and external training, courses and meetings, as required.
Any other duties commensurate with the role.
Medical Secretary Duties: Producing letters, reports and associated documentation as required and issuing invoices as appropriate Liaising with external agencies, such as hospitals and community services, ensuring referrals are processed efficiently using the electronic referral system (ERS) Managing all enquiries in an effective manner Actioning all incoming emails Scanning and read-coding of patient related documentation and attaching scanned documents to patients healthcare records or referring on to a GP as appropriate Inputting data into the patients healthcare records as necessary Processing requests for information, SAR, insurance / solicitors letters and DVLA forms etc.
Answering incoming phone calls, transferring calls or dealing with the callers request appropriately Managing all administrative queries as necessary Supporting all clinical staff with general administrative tasks as requested Daily monitoring of Out of Hours and NHS111 reports, attaching to patients notes and informing relevant GP Daily monitoring of generic and referrals email accounts Processing of mammography results Daily monitoring of surgery website for completed on-line forms Joint responsibility for maintaining 5-year cycle of NHS Health checks Weekly provision of report and checking of 2-week wait referrals Processing of Firearm Applications Maintaining a secure, clean, tidy and effective working area at all times Any other duties commensurate with the role.
Confidentiality: To keep all information on patients, staff and the practice as a business strictly confidential.
All new staff are required to sign our confidentiality statement: in the course of your employment or associated work with the Practice, you may have access to, see or hear, confidential information concerning the medical or personal affairs of patients, staff or associated healthcare professionals.
Unless acting on the instructions of an authorised officer within the practice, on no account should such information be divulged or discussed except in the performance of your normal duties.
Breach of confidence, including the improper passing of registered computer data, will result in disciplinary action, which may lead to your dismissal.
Disclosures of confidential information or disclosures of any data of a personal nature can result in prosecution for an offence under the Data Protection Act 1998 or an action for civil damages under the same Act in addition to any disciplinary action taken by Practice.Health & Safety:The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:o Using personal security systems within the workplace according to Practice guidelineso Identifying the risks involved in work activities and undertaking such activities in a way that manages those riskso Making effective use of training to update knowledge and skillso Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazardso Reporting potential risks identifiedEquality and Diversity:The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.Personal/Professional Development:The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include: Participation in an annual individual appraisal/performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar workQuality:The post-holder will strive to maintain quality within the Practice, and will: Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resourcesCommunication:The post-holder should recognise the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognise peoples needs for alternative methods of communication and respond accordinglyContribution to the Implementation of Services:The post-holder will: apply Practice policies, standards and guidance Person Specification Qualifications Essential GCSE grades A-C/4-9 including English and Mathematics or equivalent qualification or level of experience Desirable A Levels or equivalent qualification or level of experience NVQ Level 3 Customer Service/Administration/Secretarial or equivalent qualification or level of experience Experience Essential Dealing with members of the public face to face and on the telephone Good office/clerical skills Understanding the need for professional confidentiality Ability to establish and maintain effective relationships Effective communication skills both verbal and written including the ability to be sensitive and to extract relevant information from conversations and pass on Good customer service skills Good computer skills Use of Microsoft Office, email and Internet Accurate recording skills Ability to remain calm Ability to deal with difficult people in a professional and appropriate manner Desirable Experience of working in a GP surgery or similar healthcare environment Experience of booking appointments Experience of drafting referral letters/reports Experience of medical secretary role/audio typing Use of GP IT system, particularly EMIS Web Other attributes Essential Friendly and approachable Good communication and interpersonal skills Flexible and collaborative approach including flexibility to work late and weekends if necessary Ability to work extra hours and provide holiday cover, including in the school holidays Team worker Responsive to and an ability to work in a changing and demanding environment and work under pressure Ability to multi-task, prioritise appropriately and organise own workload Reliable and punctual Commitment to own professional development Interest in working within the healthcare sector