Medical Secretary

Job Details

Little St John’s Surgery

 

Medical Secretary Vacancy

 

Ready for a new challenge?

Little St John’s Surgery are recruiting for an experienced and dedicated Medical Secretary to join our team in Woodbridge. Previous Medical Secretarial experience, including audio typing using a digital dictation system within a Primary or Secondary Care setting is essential. You will need to be flexible, professional, highly motivated and friendly with an excellent eye for detail.

 

The post offers 21 hours a week as follows:

 

Monday 08.30-17.00

Tuesday 08.30-17.00

Wednesday 08.30-13.30

 

*Plus cover for holidays and sickness as required. Any employment offer will be subject to a full DBS check and References.

 

Further details are available on our website www.woodbridgedoctors.nhs.uk

 

Please submit a covering letter and CV to

woodbridgesurgery@nhs.net

 

Closing date for applications: Friday 29/03/2024

 

MEDICAL SECRETARY JOB SUMMARY:

To provide high quality medical secretarial support to GPs and colleagues. To advise patients on all general enquiries, explain procedures etc to assist patients in accessing practice services effectively

To ensure efficient secretarial processes are in place and support the team as required. To project a positive, professional and friendly image to patients and other visitors, either in person or via the telephone.

 

 

PRINCIPAL DUTIES AND RESPONSIBILITIES TO INCLUDE:

 

 

ADMINISTRATION & COMMUNICATION

• Liaising with patients about their care and assisting GPs with negotiating care pathways.
• Manage secretarial duties efficiently and chase up any outstanding responses as required
• Process and action referrals and patient correspondence as instructed by the Clinical team
• To attend and minute meetings as required
• Manage daily post and franking machine including supplies for the surgery
• Produce invoices as required and reconcile accordingly in liaison with Finance Manager
• To have a thorough knowledge of all practice policies and procedures.

• To work in accordance of written protocols
• Audio typing of Clinical Team correspondence using a digital dictation system
• Ensure you are up to date with all referral routes
• Send referrals and MCCDs to the Medical Examiners
• Provide the Coroner’s office with requested information

• Liaise with the GP Liaison Officer from the Nuffield to monitor referral figures and changes in Consultants.

• Raising Serious Incidents with DATIX at Ipswich Hospital for investigation

 

 

IT SKILLS

• Daily monitoring and processing of all emails received
• Ensure all Tasks and Notifications received via S1 are appropriately completed

• Update and manage letter templates in SystmOne as required
• Send requests for Advice & Guidance via e-RS
• Monitor status of referrals sent via e-RS to ensure that they have been accepted and not rejected daily
• Liaison with the IT helpdesk to report issues and follow up resolutions

 

 

PERSONAL RESPONSIBILIITES

Personal/Professional development:

• Participation in an annual individual 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.
• Meet with new staff as part of the staff induction programme

 

 

 

 

Other Tasks

• Attend regular Team Meetings and Staff meetings as required
• Attend SNEE Medical Secretary meetings

• Ensure building security – have thorough knowledge of doors/windows/alarm.
• Ensure that all mandatory training is completed on time and kept up to date
• Any other tasks or duties allocated by GP Partners or Practice Manager

 

*NOTES

This is not intended to be an exhaustive list of responsibilities, and it is expected that you will participate in a wide range of activities as and when required by the Practice Manager & Partners.

 

 

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, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include:

• Using personal security systems within the workplace according to practice guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
• Actively reporting of health and safety hazards and infection hazards immediately when recognised.
• Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role.
• Undertaking periodic infection control training (minimum annually).
• Reporting potential risks identified.

 

 

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of people’s 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.

 

 

Confidentiality:

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.

 

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.

 

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.