JOB DESCRIPTION - Newport Pagnell Medical Centre



JOB DESCRIPTION

JOB TITLE Medical Secretary

REPORTS TO Medical Administration Manager

RESPONSIBLE FOR All GP correspondence, urgent hospital appointments etc and the secretarial work for in house clinics and provider services.

LIAISES WITH All GPs and staff, visiting consultants, their secretaries and patients.

JOB SUMMARY Ensure that the throughput of medical secretarial work meets practice standards of accuracy and timelines.

DUTIES AND RESPONSIBILITIES

• Audio typing of GP correspondence, using a digital dictation system, to ensure that routine referral letters are distributed efficiently within a 5 day period, using the Choose and Book programme as appropriate and attaching enclosures as necessary.

• Audio typing of consultant correspondence, ensuring letters are signed and distributed in accordance with the protocol for each consultant. Highlighting any action points to consultants’ secretaries. Ensure all waiting list proformas are returned appropriately.

• Audio typing of correspondence from provider services clinics and complete requests i.e. x-ray, MRI requests.

• Accurate typing of medical reports, liaising with patients where they wish to read reports prior to dispatch and generating invoices.

• Deal with other clinicians’ secretarial needs, typing letters from the digital dictation system, tapes or copy typing as appropriate.

• Ensure 2 week wait proformas are dealt with efficiently and promptly and contain all relevant information. Follow up all proformas ensuring appointments are made within a 2 week period.

• Keep up to date with changes in referral systems and new proformas by reading e-mails sent to the practice.

• Ensure correct proformas are being used by GPs and these are saved within the GP proforma directory.

• Make best use of the Practice computer system to ensure good communication and audit standards.

• Undertake queries on behalf of patients, trying to establish their concerns and trying to resolve, keeping the patient informed at all times.

• Record all data connected to patients attending in-house clinics correctly on relevant spreadsheets. Ensure all patients are seen within 13 week wait criteria, highlighting any areas of concern.

• Ensure that the hospital is aware of all clinic patients listed for surgery and, where necessary, forward results or notes.

• Liaise with consultants’ secretaries to arrange clinic dates on an annual basis and organise any alterations to the dates when necessary.

• Use Winpath, PACS, Referral Management System, Choose and Book to chase or follow up patient queries.

• Take calls from patients wishing to make appointments with the provider services clinics through the Choose & Book system. Register the patients and process their requests.

• Process MRI requests through the Alliance Medical Service, process results when available and appoint patients as appropriate.

• Attend meetings within the Medical Centre, take and transcribe accurate minutes and distribute as required.

• Be an effective member of the Practice team, supporting colleagues as required.

• Provide cover for colleagues’ absence.

• Ensure that all responsibilities to staff, patients and other Medical Centre visitors under the Health and Safety at Work Act are met.

• Such other duties as are delegated from time to time.

Equality and Diversity

The post holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that is welcoming to and of the individual, is non-judgmental and recognises the importance of people’s circumstances, feelings, priorities and 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;

Personal/Professional Development

In addition to maintaining continued education through attendance at any courses and/or study days necessary to ensure that professional development requirements are met, 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, annual Appraisal 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.

Quality

The post holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of Clinical Governance issues, quality and risk; participate in Significant Event Analysis reviews

• 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. The post holder will also contribute to the overall team-working of the Practice putting the needs of the Practice first.

Communication

The post holder should recognise 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.

Flexibility

This role profile is intended to provide a broad outline of the main responsibilities only. The post holder will be expected to be flexible in relation to duties undertaken and location of work where required by the Practice.

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.

• Work with the partners and management team to achieve standards of quality, performance standards, budgets and targets without compromising levels of patient healthcare

• Contribute towards the development and implementation of new standards,

policies and procedures that are/will be required by GP practices now and in the future.

This job description is subject to regular review.

WK/2017

PERSON SPECIFICATION

Medical Secretary

| |Selection Criteria |Essential |Desirable |Identified through |

| | | | | |

|Training/ |Good general education. |Y | |CV & application form |

|Qualifications | | | | |

| |GCSE ‘O’ Level standard for Maths and English or equivalent. |Y | |CV & application form |

| |AMSPAR Medical Secretarial Diploma or equivalent | |Y |CV & application form |

| |RSA or Word Processing or equivalent. |Y | |CV & application form |

| |Shorthand | |Y |CV & application form |

| |Experience of Microsoft Word/Excel |Y | |CV & application form |

| | | | | |

|Experience and knowledge |Use of patient administration database |Y | |CV, application form & interview |

| |Minute taking – as action notes, not transcription |Y | |CV, application form & interview |

| | | | | |

|Special aptitudes/skills |Experience of working in a GP Practice or hospital environment. |Y | |CV, application form, interview &|

| | | | |test of medical terminology |

| |Good organisational skills. |Y | |CV, application form, references |

| | | | |& interview |

| |Good interpersonal skills. |Y | |CV, application form, references |

| | | | |& interview |

| |Flexible and able to manage a range of tasks competing for |Y | |CV, application form, references |

| |attention. | | |& interview |

| |Excellent verbal and written communication skills - with | | |Interview |

| |ability to manage confidential information appropriately |Y | | |

| | | | | |

|Disposition |Enthusiastic and able to contribute to discussion to maintain |Y | |CV, application form, references |

| |best practice. | | |& interview |

| |Team player |Y | |CV, application form, references |

| | | | |& interview |

| |Good attention to detail. |Y | |CV, application form, references |

| | | | |& interview |

| |Effective communicator. |Y | |CV, application form, references |

| | | | |& interview |

| |Empathic manner and approach when dealing with patients. |Y | |CV, application form, references |

| | | | |& interview |

|Physical | | | | |

|Competency |Accurate keyboard skills. |Y | |CV, application form & interview |

WK/|May 2008

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