Secretary Coach & Horses SurgeryNHS

Job summary

Hourly Rate: £13.30

25 hours a week

To support the Practice in providing a comprehensive administrative support service to the clinical staff within the Service.

The post holder will be responsible for maintaining records both manually and on a computerised system and demonstrate the ability to handle sensitive and confidential patient information i.e. clinical letters, investigations and results.

Provide cover in the event of other medical secretarial/admin staff being absent.

Main duties of the job

Have advanced keyboard skills to be used to provide accurate timely referrals/letters, processing via audio typing.

Responsible for accurate filing, both physically and electronically, of patient information in a timely manner.

Manage the non NHS work ensuring that this is completed in line with GDPR regulations including e-mails, insurance forms, DWP applications and private letter requests.

Deal with telephone queries, using initiative, and judgement on necessary action to be taken, and dealing sensitively with distressed callers. Chasing outstanding pathology and radiology results/reports.

Liaise in a professional manner with patients, relatives, carers, colleagues, clinicians, GPs and other professionals.

Manage time effectively to ensure that work is completed within timescales.

Plan day to day working using initiative to prioritise workload/amend work planning to meet service requirements.

Process incoming and outgoing correspondence for the service, ensuring urgent action is taken where appropriate, i.e. abnormal investigation results, urgent referrals.

Will be responsible for chronic disease management ensuring that patients on these registers are regularly monitored in line with clinical protocol.

Competent use of computer systems for entering and retrieving patient information

Job description

Have advanced keyboard skills to be used to provide accurate timely referrals/letters, processing via audio typing.

Responsible for accurate filing, both physically and electronically, of patient information in a timely manner.

Manage the non NHS work ensuring that this is completed in line with GDPR regulations including e-mails, insurance forms, DWP applications and private letter requests.

Deal with telephone queries, using initiative, and judgement on necessary action to be taken, and dealing sensitively with distressed callers. Chasing outstanding pathology and radiology results/reports.

Liaise in a professional manner with patients, relatives, carers, colleagues, clinicians, GPs and other professionals.

Manage time effectively to ensure that work is completed within timescales.

Plan day to day working using initiative to prioritise workload/amend work planning to meet service requirements.

Process incoming and outgoing correspondence for the service, ensuring urgent action is taken where appropriate, i.e. abnormal investigation results, urgent referrals.

Will be responsible for chronic disease management ensuring that patients on these registers are regularly monitored in line with clinical protocol.

Competent use of computer systems for entering and retrieving patient information.

Service Management

Review and deal with all incoming mail on a daily basis analyse and implement immediate action for urgent matters.

Ensure patient notes are kept up to date and relevant correspondence filed.

Ask for advice and report any difficulties to an appropriate team member.

Service Improvement

To ensure that improvements and adjustments agreed to working practices are implemented and taken forward.

Suggest improvements found in daily used procedures to aid service delivery.

Act as a key point of contact for relevant team.

Communicate effectively and establish a good working relationship with a wide range of people, to include GPs and clinical staff, Senior Managers, peers, patients and outside agencies, i.e. Consultants and Hospital Staff.

Exercise tact, diplomacy and sympathy when dealing with patients and their relatives.

Ensure that any barriers to interpretation are dealt with, for example, checking with medical staff when dictation is unclear.

Type confidential, highly sensitive letters, medical reports to a high degree of accuracy and ensure prompt distribution to relevant parties.

Keep a record of activity, i.e. diary and personal journal.

Confidentiality should be considered at all times in any communication whether written or oral.

Attend team meetings when requested to do so.

Responsible for monitoring and maintaining standard office conditions. Reporting of general faults, loose plugs, fused bulbs, and specific office equipment.

In accordance with organisational policy, plan, prepare and take an active part in the Personal Development Review (PDR) process.

With the line manager/medical secretary, formulate a personal development plan, and act on areas of training identified to develop and improve professional knowledge within the role.

Record and keep a personal journal of development and training activities undertaken, in preparation for the PDR process.

Process and file patient correspondence using both physical and electronic systems in compliance with agreed policies and procedures.

Take responsibility for all medical records within the department and ensure their safe return to the Medical Records Library and/or relevant Medical Secretary.

Maintain confidentiality of information at all times and adhere to the Data Protection and Access to Health Records Acts.

Undertake training and effectively use the full range of computer packages available within a GP practice Clinical System. This includes using the hospital patient data base (Myrddin), intranet, e-mail, Microsoft word, Excel, Powerpoint, Oracle (Procurement System).

About us

We are a very welcoming practice with approximately 7,300 patients covering two sites. We have 5 Partners, 3 Nurses and 3 Health Care Assistants together with administrative staff.