Medical Secretary / Administrator
Feastfield Medical Centre, United Kingdom
tbc
Nidderdale Group Practice
Closing Date: May, 30
Summary: Medical Secretary / Administrator

We are looking to recruit two enthusiastic Medical Secretaries / Administrators to join our friendly, busy rural practice. We have three surgeries covering Nidderdale ( Pateley Bridge, Birstwith & Dacre).

Applicants should be able to demonstrate good communication skills, be computer literate and possess excellent customer service skills.

Own transport essential.

Previous primary care experience is preferred but not essential.

Flexibility required to cover colleagues’ leave.

Each post is 18.5 hours per week covering 2 days with a 45 minute lunch break.

Please note that the morning shifts start at 7.45am and the afternoon shift ends at 6.30pm.

Initial 12 month fixed term contract.

Previous applicants need not apply.

Closing Date: Sunday 22nd May 2022

MAIN PURPOSE OF POST:

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the Partners and the rest of the Practice Team.

PRIMARY DUTIES AND RESPONSIBILITIES:

Secretarial Duties

· Typing and sending of patient referral letters and reports to hospitals and other outside agencies and assisting with subsequent patient queries in connection with these.

· Typing correspondence as required by the Partners and the Practice.

· Completing the non-clinical sections of Personal Medical Reports required for insurance purposes etc. Keeping records of dates of receipts, posting and payment received. Ensuring that these are stored and patient access allowed according to GDPR

· Photocopying patient medical records for insurance claim purposes, patients returning to the USA and any other appropriate requests.

· Maintaining and ordering stationery supplies.

· Taking, typing and distributing minutes for Practice meetings.

· Maintain adequate supplies of office stationery.

Medical Records

· Ensure electronic post is processed in line with the practice policy

· Ensure paper correspondence and reports are scanned on and filed correctly on the patient’s record in line with practice protocol.

Clerical Duties

· Perform clerical tasks as required

· Deal with queries from patients

· Ensure electronic post is processed in line with the practice policy

· Ensure paper correspondence and reports etc are scanned and filed correctly on the patient’s record in line with practice policy

· Update computer registration database (SystmOne) and follow procedures for accepting and returning Medical Records to the Health Authority.

· Registration of new and temporary patients

· Change of addresses

· Deductions of patients

· Assist with maintenance of the computerised appointments system.

· Assist with monitoring and recall systems to ensure target figures are met for Cytology, Vaccination & Immunisations and Chronic Diseases

· Any other delegated duties considered appropriate to the post

SECONDARY DUTIES AND RESPONSIBILITIES:

Appointments System

· Ensure total familiarity with all appointments systems in effect, including regular and incidental variations.

· Book appointments and recalls.

· Cancel clinics and re-arrange appointments for patients when necessary.

· Monitor effectiveness of the system and report any problems or variations required.

Reception Duties

· Utilise computer systems, where applicable, to ensure efficiency of appointment system and monitor flow of patients into consulting and treatment rooms.

· Ensure that patients without appointments but who need ‘urgent consultation’ are seen according to the agreed procedures.

· Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensure procedures are completed.

· Advise patients of relevant charges for private services, prepare invoice, accept payment and issue receipts for same.

· Respond to all queries and requests for assistance from patients and other visitors.

· Ensure reception and waiting areas are kept neat and tidy.

· Demonstrate due regard for safeguarding and promoting the welfare of children and vulnerable adults.

Start and end of day procedures

· Open up premises at the start of day, set alarm to day function and make all necessary preparation to receive patients.

· Ensure patients’ records, computer system and premises are appropriately secured at the end of the day.

· Any other delegated duties considered appropriate to the post.

PERSON SPECIFICATION

Essential

· Good keyboard and computers skills, including Microsoft Office Suite

· Good numeracy skills

· Good communication skills

· An understanding, acceptance and adherence to the need for strict confidentiality

· Ability to work within a team

· Ability to communicate with people at all levels

· Ability to use own judgement, resourcefulness and common sense

· Ability to cover for colleague’s holidays, study and sick leave

· Ability to work without direct supervision and determine own workload priorities

· Ability to work in a changing environment.

Desirable

· Specific Medical Secretarial qualification

· Experience in general practice

· Knowledge of SystmOne

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