Medical Secretary 2

MUIRHOUSE MEDICAL GROUP

Secretary Profile

The Practice

Muirhouse Medical Group is a busy 8 partner medical practice situated in the North West area of Edinburgh.

The premises have been purpose built in recent years. Car parking facilities are available for both patients and staff and we are located on a public transport route.

We have community-based personnel working on site e.g. District Nurses, Health Visitors and Community Midwives. We offer a wide range of services to our patients including chronic disease management, minor surgery, travel vaccination, well woman clinics, and baby immunisations, supported by fully computerised records and appointments systems. We are a GP training practice with a commitment to undergraduate and postgraduate training programmes and we are actively involved in research and development programmes.

The practice population is relatively young with our patient list size currently around 12,000 patients. We have a high ratio of patient consultation compared with the Scottish average (this is indicative of the level of deprivation of the catchment area). We also have a higher than average number of registered drug addicts and HIV positive patients.

The practice participates in the extended hours service by providing GP appointments between 6 and 6.30pm three days per week.

Clinical Secretarial Team

The medical secretarial team consists of 4 Secretaries. Each secretary is allocated between 5 – 6 Doctors at any one time for whom they carry out all secretarial duties and management of mail. Each secretary is also allocated other administrative duties either as a regular part of their responsibility or from time to time as the need arises in the practice. The secretaries' work very closely with medical staff, with other administrative and management staff and also with the reception team, with whom close liaison and cooperation is essential. All members of the secretarial team work with Vision, SCI gateway and Docman.

MUIRHOUSE MEDICAL GROUP

Job Description

Job Title: / Medical Secretary
Responsible to: / Practice Manager and Partners of Muirhouse Medical Group
Main Purpose of Post: / To provide secretarial services for all clinicians
Salary / Grade 4 £19,026 – £22,236

1. The Medical Secretary Role
Referral

v  Carry out all audio typing

v  Process referrals using SCI gateway

v  Process all referral forms

v  Handle telephone enquiries and make telephone calls relating to hospital appointments and referrals

v  Arrange recalls for specific tests as instructed by the doctors

v  Ensure all referrals and other clinical correspondance is filed in the patient record

Medical Reports

v  Organise typing, copying and recording of medical reports for the Courts and lawyers. Arrange doctor's attendance when required. Ensure Legal correspondence is filed in appropriate file and not in patient computer records.

v  Process insurance medicals.

v  Process and record all fees related to medical and insurance reports. Maintain Cash Fees Ledger monthly

Liaison

v  Work as a team with other secretarial staff

v  Co-ordinate and communicate with doctors regarding the holiday rota, out of hours rota, postgraduate education and other external activities that are related to the working of the practice

v  Assist in the administration and hosting of undergraduate medical students attached to the Practice

v  Provide support and cover for other administrative staff

v  Provide cover for the reception team over lunch period when required

v  During absence cover workload of colleagues

Other Duties

v  Give out telephone results to patients, as directed by GPs

v  Produce medical reports and summaries on behalf of GPs

v  Liaise closely with the medical records administrator over the standardisation of clinical data input

v  Assist with maintenance of Child Protection spreadsheet

v  Complete SMR24 forms and send to Drug Database Department.

v  Diabetic Monthly Recall

v  Maintain library

v  Process out-of-hours paperwork and ensure they are filed to the patient record

v  Organise Medical Student Rota

v  Produce weekly GP Rota

v  Take minutes at multi-disciplinary team meeting (every 6 weeks)

2. Personal Development

v  Contribute ideas and suggestions

v  Attend regular multi disciplinary meetings.

v  Be willing to attend and participate in any training deemed useful to personal development and/or the developing needs of the post.

3. Confidentiality

v  Ensure that no information about patients either medical or personal is disclosed to persons other than those within the practice for whom such information is relevant.

4. Health and Safety

v  Take reasonable care of your own health and safety on the premises

v  Consider the safety of other users of the surgery

v  Ensure the waiting areas in reception are kept neat and tidy

v  Assist by reporting any faults or problems to the management team

v  Adhere to fire safety procedures

5. Any other delegated duties considered appropriate to the post.

6.  This job description is not restrictive and may be reviewed by the practice

Terms and Conditions

Hours / Full time – 37.5hrs per week
Monday – Friday 8.30am – 4.30pm
30 minute unpaid lunch break
Salary / Grade 4 £19,026 – £22,236
Annual Leave / 25 days per annum
Public Holidays / 9 days per annum

MH/LB

Medical Secretary Job Description

Updated 28/2/11