Medical Secretary

We are looking to recruit a full time or part-time Medical Secretary to join our friendly team of receptionists, doctors, nursing, and other health care workers based at Lampeter Surgery.

Working up to 37 hours per week Monday to Friday, main duties will include daily scanning and coding of clinical letters onto the clinical system, summarising patient records, audio and copy typing of medical letters, use of the electronic referral system WCCG, use of EMIS to update patient records, deal with patient queries regarding referrals and daily monitoring of the secretarial email account.

This post requires the applicant to deal with a wide variety of confidential administrative work in a busy environment so experience in a similar medical environment would be advantageous. Proficient IT skills, RSA Stage II typing (or equivalent) and excellent verbal and written communication skills are essential as would a professional, confident, calm, and friendly attitude.

The ability to converse at ease with patients in Welsh is highly desirable.

Main duties of the job

Purpose of Job

To provide a high standard of secretarial support to the practice. The following list of duties should not be regarded as definitive as they may be reviewed from time to time to take account of changing circumstances.

Main Duties and Responsibilities

• Open all post received by the post office, date stamp and disseminate as appropriate.
• Process, scan and accurately Read code all admin/clinical correspondence received daily onto the clinical system.
• Distribute clinical documents electronically to appropriate clinician for actioning.
• Audio/ copy typing patient referrals and the use of the electronic referral system WCCG.
• Daily checking of the WCCG system for referral updates and discharge letters to be saved onto the clinical system.
• Daily monitoring of the Secretary email account.
• Deal with patient queries regarding referrals, liaising with other NHS and Private establishments.
• Maintain spreadsheet of Child Missing Alerts.
• Attend practice/staff meetings and take minutes.
• Ensure sensitive and confidential information relating to patients, carers, and practice staff is dealt with in the strictest and most confidential manner.
• Any other duty which may be required to ensure that the practice is run efficiently and pleasantly for patients, doctors, and staff.

About us

We are a high achieving training practice offering a friendly working environment with a team of 5 GP partners, 2 Salaried GPs, GP Registrars, an Advanced Nurse Practitioner, nursing team including HCAs and a friendly and efficient management, admin and reception team. Our main surgery is located in Lampeter and we have a branch surgery at Llanybydder with a practice list size of approximately 12,200 patients.

Job responsibilities

Job Title: Medical Secretary

Responsible to: Practice Manager

Hours: Full Time (37 hours)/ Part Time

Purpose of the Job

To provide a high standard of secretarial support to the practice. The following list of duties should not be regarded as definitive as they may be reviewed from time to time to take account of changing circumstances.

Main Duties and Responsibilities

• Open all post received by the post office, date stamp and disseminate as appropriate.
• Process, scan and accurately Read code all admin/clinical correspondence received daily onto the clinical system.
• Distribute clinical documents electronically to appropriate clinician for actioning.
• Audio/ copy typing patient referrals and the use of the electronic referral system WCCG.
• Daily checking of the WCCG system for referral updates and discharge letters to be saved onto the clinical system.
• Daily monitoring of the Secretary email account.
• Deal with patient queries regarding referrals, liaising with other NHS and Private establishments.
• Maintain spreadsheet of Child Missing Alerts.
• Attend practice/staff meetings and take minutes.
• Ensure sensitive and confidential information relating to patients, carers, and practice staff is dealt with in the strictest and most confidential manner.
• Any other duty which may be required to ensure that the practice is run efficiently and pleasantly for patients, doctors, and staff.

Confidentiality

• While 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 cares, 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.

Health and 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:

• 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.

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 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:

• Undertaking all mandatory training sessions necessary.
• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own learning, development and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality

• The post-holder will strive to maintain quality within the practice, and will:
• 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 patient needs.
• Effectively manage own time, workload, and resources.

Communication

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 accordingly.

Contribution to the Implementation of Services

The post-holder will:

• 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 audits where appropriate.

This job description reflects the current main organisational priorities for the post. In the context of rapid change taking place within the NHS/Practice, these priorities will develop and change in consultation with the post-holder in line with service business needs and priorities.

Person Specification

Experience

• Experience of minute taking.
• Familiarity with clinical systems.
• Familiarity with clinical terminology.
• Excellent verbal and written communication skills.
• Ability to work under pressure and to deadlines.
• Good organisational skills and team working.
• Professional, confident, and friendly manner.
• Experience of EMIS Clinical System.
• Experience of working in a medical secretarial role.
• Experience of working in Primary Care and/or medical environments.
• Familiarity with read coding hierarchy.
• Experience with using scanning software.
• Knowledge of GDPR or data protection and confidentiality.
• Ability to speak Welsh.

Qualifications

• Good General education to GCSE Level.
• RSA Stage 2 Typing or equivalent.

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.

£25,000 a year approx, dependent on experience.