RIVER LODGE SURGERYANCHOR FIELD SURGERY
MALLING STREETANCHOR FIELD
LEWESRINGMER
EAST SUSSEXEAST SUSSEX
BN7 2RDBN8 5QN
Tel: 01273 472233Tel: 01273 812338
Fax: 01273 486879 01273 812384
Job Description for Medical Secretary
1.Job Identification
Job Title:Medical SecretaryResponsible to:Office Manager, Practice Manager and, ultimately, the Partners
Main Place of Work:River Lodge Surgery
2.Job Summary
To provide general secretarial support to the GPs, healthcare professionals and Practice Manager involving word processing and audio typing with general clerical work.3.Main Duties / Responsibilities
The following duties are neither exclusive, nor exhaustive and the post holder may be required to take on other duties appropriate to the role and grading of the post.- To provide an efficient audio, copy typing and word processing service for GPs and healthcare professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner;
- To assist the Practice Manager and Secretary to the Practice Manager with any clerical and administrative duties as required;
- To make appointments, bookings and admissions as required;
- To liaise and arrange meetings as required and to attend meetings and take minutes;
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure;
- To retrieve medical records and assist the completion of medical/insurance records;
- File patient records and correspondence in patient medical records;
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries;
- To maintain the computer system in an accurate and secure manner;
- To assist with the gathering of statistics and information when required;
- To fax and photocopy as required;
- To greet patients in a friendly, professional and courteous manner at all times and to answer patient queries regarding various Practice policies and initiatives
- To open and action any postal correspondence, as required;
- To provide cover for members of the Secretarial and Reception team during periods of sickness and annual leave;
- To provide a chaperone service to patients and GPs if required following initial training;
- To have thorough knowledge of all practice procedures;
- To work in accordance to written protocols;
- To attend and contribute to practice meetings;
- To participate in the Practice’s mandatory training programme;
- To undertake other duties as may be determined from time to time to ensure the efficient running of the practice.
4.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.
5.Health & Safety and Infection Control
The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Practice’s Health & Safety Policy and Infection Control Policy. This is to include:- Using personal security systems within the workplace according to practice guidelines;
- Identifying 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 recognized;
- 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;
- Reporting potential risks identified
6.Equality & 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 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.
7.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 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.
8.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 team’s performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload, and resources.
9.Communication
The post-holder should recognize 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 people’s needs for alternative methods of communication and respond accordingly.
10.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 audit where appropriate
11.Job Description Agreement
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.Job Holder’s Signature:
Employer’s Signature: / Date:
Date:
Person Specification for Medical Secretary
(Evidence: A = application, I = interview, C = certificate, T = Test) / Essential / Desirable / EvidenceQualifications:
- Good standard of general education (GCSE O levels at Grade A-C) or equivalent
- Good standard of numeracy & literacy
- RSA level 3 (or equivalent) typing, or experience of at least two years
- Medical terminology training / certificate
- A demonstrable commitment to professional development
Experience
- Experience of working asa Medical Secretary
- Experience of dealing with the public
- Experience of word processing and audio/copy typing
- Experience working in a GP Practice
- Experience of minute-taking
- Experience of using a clinical software system
Knowledge and Skills
- Excellent knowledge of Microsoft Office software
- Typing skills (good typing skills of 50 or 60 wpm or higher)
- Excellent communication skills, both with patients / public and with internal work colleagues
- Excellent organisational skills
- Excellent time management skills and punctuality
- Knowledge in using Emis Web clinical IT system
- Knowledge of Choose & Book / e-Referral systems
Qualities and Attributes
- An understanding, acceptance and adherence to the need for strict confidentiality
- Ability to use own judgement, resourcefulness and common sense
- Ability to work without direct supervision and determine own workload priorities
- Ability to work as part of an integrated, multi-skilled team
- Ability to deal with pressurised and demanding situations
- Ability to work in a changing environment
- Ability to use own initiative
Other
- Flexibility of working hours / able to work at the desired times
- Willingness to cover Secretarial and Reception team during times of annual leave cover and sickness cover
- Car driver / clean license