Overview
To provide a point of contact for patients.
To act as a focal point of communication between patients, doctors and the Primary Care Team.
Main duties of the job
SECRETARIAL DUTIES
Provide Secretarial support to the doctors within the Practice
Type referral via audio equipment and pass to the doctors for signing, ensuring urgent requests are dealt with on the same day.
Send referral letters through the Choose and Book system, E Referral
Complete referral forms as per instructions from the doctor
Photocopying as required
Keep workstation tidy at all times
Any other delegated duties considered appropriate to the post.
RECEPTION DUTIES
Understand and maintain confidentiality at all times
Answer the telephone as priority and deal with appropriately.
Make appointments with GPs Nurses asking appropriate questions to ensure appropriate appointment length and time is offered.
Receive incoming calls, deal with patients general queries at reception desk, record messages for GPs and Nurses
Open premises and restore telephone lines/close surgery and set alarm in the evening
Prepare repeat prescriptions using the computer.
Pass on unresolved queries to a colleague when leaving at lunchtime or evening
Ensure Paers (Check-In system) is set up for the surgery
Ensure that the surgery is prepared as per room rota for the use of doctors, practice nurses and other visiting professionals.
Have knowledge of all office procedures and fulfil any of these duties when required
Deal with requests for registration, explain registration protocol and make appointment for new patient check.
Deal with Temporary Registration
Follow up queries from patients regarding result of diagnostic tests, x-rays and smear tests.
Book emergency ambulance at GP request.
Collect non NHS fees, record and produce receipt for patient/carer.
Follow protocol for preparation of acute and repeat prescriptions
Deal with outgoing mail.
Lock and unlock premises and set (un-set) alarm system
Awareness of Health and Safety of self and others
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, whilst in post and following cessation of post.
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.
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
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
To ensure that safe systems of work are practiced and that the agreed health and safety policies are carried out.
To be aware of the responsibility of every employee to have regard for safety for him or herself and others at work in the health and safety at work act
To be conversant with the practice fire regulations
Equality and Diversity
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
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 who are undertaking similar work.
Training requirements will be monitored by yearly appraisal.
Personal development will be encouraged and supported by the Practice.
It is the individuals responsibility to remain up to date with recent developments within the practice and the NHS.
Participate in the education and training of students of all disciplines and the induction of all members of the practice staff where appropriate
It will be necessary to attend various Practice meetings as requested.
The only reason for not attending will be annual or sick leave
Quality
Alert other team members to issues of quality and risk
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 resources.
Communication
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognise peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services
Apply practice policies, standards and guidance
Discuss with other members of the team how the policies, standards and guidelines will affect own work
Participate in audit where appropriate.
Person Specification
Qualifications
Qualifications - GCSEs (or equivalent) including English and Maths at Grade C/4 or above - NVQ Level 3 in Business Administration or equivalent qualification/experience
Experience - Previous experience as a secretary, ideally in a medical or healthcare setting - Experience in dealing with sensitive/confidential information - Experience using medical terminology
Knowledge - Familiarity with patient record systems (e.g., EMIS, SystmOne, Epic) - Understanding of NHS or private healthcare administrative procedures
Skills and Abilities - Excellent typing and word processing skills - Proficient in Microsoft Office (Word, Outlook, Excel) - Excellent communication skills (written and verbal) - Ability to prioritise tasks and manage time effectively - High level of accuracy and attention to detail
Personal Qualities - Professional and polite manner - Discreet and able to maintain confidentiality - Flexible, reliable, and a team player - Calm under pressure and able to work in a busy workplace
Qualifications - AMSPAR Medical Terminology qualification or similar
Experience - Experience working with consultants or senior clinicians - Experience handling referrals and waiting lists
Knowledge - Awareness of GDPR and data protection in healthcare settings
Category Requirements
Skills and Abilities - Ability to transcribe from audio/digital dictation
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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📌 Medical Secretary
🏢 NHS
📍 Gold Coast