KIRKCALDY HEALTH CENTRE
DR. A. DIXON / WHYTEMAN'S BRAEDR. G. McCRICKARD / KIRKCALDY
DR. W. J. DUGGAN / KY1 2NA
DR. E. MacKERNAN
TEL: 01592 642178
JOB DESCRIPTION
JOB TITLE / PART-TIME MEDICAL SECRETARY/RECEPTIONISTSALARY / DEPENDING ON EXPERIENCE
LOCATION / KIRKCALDY HEALTH CENTRE
PARTNERS / DRS. EGERTON, DIXON, McCRICKARD, DUGGAN & MacKERNAN
RESPONSIBLE TO / MRS ISSY MacDOUGALL, PRACTICE MANAGER
GENERAL RESPONSIBILITIES
Provide a comprehensive and confidential secretarial and administrative service to the practice
Ensure accuracy of data input/workload
Ensure filing, record keeping and distribution of documents is undertaken efficiently and promptly
Ensure that enquiries from patients are efficiently and courteously handled
Ensure that the filing, record keeping and distribution of documents is undertaken efficiently and promptly
Receiving and routing patients/visitors on arrival
Handling general enquiries by telephone/reception
Explaining surgery procedures to the patients
Making new and follow-up appointments
Receiving and recording requests for home visits
Registering new patients
/...
ADMINISTRATION
Re-arrange records received from Practitioner Services, if necessary. Renew old/torn covers on existing records if/when required
Extract records for repeat prescription requests if required and follow Practice procedure to deal with these.
Arranging transport (ambulance requests), nursing or social services liaison
SPECIFIC RESPONSIBILITIES
1Audio-typing referral letters, reports, x-rays and numerous requests for clinical services using Microsoft Office and working with clinical systems, EMIS, Docman, Sci-Gateway, Sci-Store and any other system introduced into the work role
2Following practice procedures in dealing with prescriptions medications. Entering repeat prescription requests on the computer using EMIS including in-house communication via EMIS task system. Managing special request and medication reviews. Adding medication at the instruction of the GP when required.
3Audio-typing /entering appropriate codes - summary of patients’ records on computer
4Entering relevant information regarding patients on computer for audit purposes
5Set-up spreadsheets/templates etc. on computer if and when required
6Assist with reception duties when required including filing, answering telephone, handling general enquiries and making new and follow-up appointments
7Any other duties which may be required and agreed with the Partnership
SPECIAL REQUIREMENTS
Sound knowledge/experienced in use of medical terminology
Proven knowledge of Microsoft Office
Excellent secretarial and administrative skills
An understanding, acceptance and adherence to the need for strict confidentiality
Ability to self motivate, organise and prioritise own workload
Excellent communication skills
Able to work well as a team member
/...
Communicating promptly to the doctor urgent requests from patients
Transferring messages/ tasks/unresolved problems efficiently to colleagues when going off duty
Attending meetings when requested to do so
Ensuring problems and complaints are brought to the attention of the Practice Manager or doctor
Close liaison with Office Manager
Ability to be flexible to cover during sickness/absence when required
COMPUTER OPERATION
Systems access to various computer programmes relevant to the practice
Competency in using NHS Mail
Managing practice generic e-mail and dealing with requests
Summarising patient records and Read Coding when required
OTHER DUTIES
Leave reception area tidy and ready for incoming colleagues
Adhere to all Practice procedures, including security and inspection of premises as outlined in Practice Security Policy
Any other duties which may be required and agreed with the Partnership
SPECIAL CONDITIONS
Absolute confidentiality regarding patients’ records, all documents concerned with the running of the Practice, reports to outside bodies and any information you have access to in the course of your duties is essential
The duties listed above may change in the light of developments within the Practice and are subject to review.
DECEMBER 2017