Senior Medical Secretary

Job title:

Senior Medical Secretary

Company

NHS

Job description

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).Main duties of the jobTo be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).Support the Team LeaderAbout usWe are looking for an enthusiastic team player to join our team at Cestria Health Centre.We have an excellent GP and Nursing Team and a supportive and efficient administrative team.Candidates should be good communicators with a track record for delivering excellent customer care and have the ability to work under pressure.Current list size 12,700SystmOne Clinical SystemConfidentiality is integral to this role.Date posted13 January 2025Pay schemeOtherSalaryDepending on experienceContractPermanentWorking patternFull-timeReference numberA5383-25-0000Job locationsCestria Health CentreWhitehill WayChester-le-StreetDH2 3DJCoxhoe Medical Practice1 Lansdowne RoadCoxhoeDurhamDH64DHJob descriptionJob responsibilitiesThe following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:a. Ability to understand advanced level of medical terminology.b. Ability to use an advanced level of grammar, spelling and the ability to understand/change medical acronyms.c. Typing letters, reports and associated documentation as requiredd. Audio typing including being able to accurately transcribe GPSI letters into correct template and send to referring clinician.e. Ability to follow instruction given from transcription after typing letter i.e. refer onto GPSI clinic, arrange follow up, book or create scheduled task depending on time frame or discharge patient.f. To be able to attend meetings upon request and accurately transcribe and document minutes.g. Circulate agendas and minutes in a timely manner.h. To be able to accurately import referral proformas into SystmOne and send communication to relevant colleagues as required.i. To be able to create and amend templates upon request within SystmOnej. To have an overview of GPSI appointments and book cancellations as and when they occurk. Liaise with rota master re capacity and demand with clinics, and request changes to rota where possible.l. To have an overview of the GPSI waiting lists and keep them up to date and accurate.m. To be able to add and cancel meetings on meeting list upon request and inform relevant staff accordingly.n. To be able to add dates to meetings list using the 12 weekly meeting templates.o. To be able to create a policy accurately and comprehensively upon request following new and updated information received.p. To be able to circulate policies to appropriate members of staff and add to Teamnet once agreed.q. Demonstrate flexibility when cover is required due to annual leave and/or sickness at both sites including working from both sites by giving direction to other members of the team.r. Assisting the Team Leader in the day to day running of the department.s. Taking a leadership role under the instruction of the Team Leader to ensure workload is completed during annual leave periods and protected management meetings etc.t. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently.u. Managing all enquires in an effective manner.v. Maintaining an accurate referrals databasew. Actioning all incoming emailx. Processing letters as requested.y. Scanning of patient related documentation and attaching scanned documents to patients healthcare recordsz. Inputting data into the patients healthcare records as necessaryaa. Processing referrals using the electronic referral system (ERS)bb. Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA formscc. Clinically coding data on Systm1dd. Answering incoming phone calls, transferring calls or dealing with the callers request appropriatelyee. Managing all administrative queries as necessaryff. Carrying out system searches as requestedgg. Maintaining a clean, tidy, effective working area at all timeshh. Supporting all clinical staff with general administrative tasks as requestedii. To be able to keep up to date referral database and collate information as requested by clinician.jj. To complete monthly GPSI datasets for invoicing. Job descriptionJob responsibilitiesThe following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:a. Ability to understand advanced level of medical terminology.b. Ability to use an advanced level of grammar, spelling and the ability to understand/change medical acronyms.c. Typing letters, reports and associated documentation as requiredd. Audio typing including being able to accurately transcribe GPSI letters into correct template and send to referring clinician.e. Ability to follow instruction given from transcription after typing letter i.e. refer onto GPSI clinic, arrange follow up, book or create scheduled task depending on time frame or discharge patient.f. To be able to attend meetings upon request and accurately transcribe and document minutes.g. Circulate agendas and minutes in a timely manner.h. To be able to accurately import referral proformas into SystmOne and send communication to relevant colleagues as required.i. To be able to create and amend templates upon request within SystmOnej. To have an overview of GPSI appointments and book cancellations as and when they occurk. Liaise with rota master re capacity and demand with clinics, and request changes to rota where possible.l. To have an overview of the GPSI waiting lists and keep them up to date and accurate.m. To be able to add and cancel meetings on meeting list upon request and inform relevant staff accordingly.n. To be able to add dates to meetings list using the 12 weekly meeting templates.o. To be able to create a policy accurately and comprehensively upon request following new and updated information received.p. To be able to circulate policies to appropriate members of staff and add to Teamnet once agreed.q. Demonstrate flexibility when cover is required due to annual leave and/or sickness at both sites including working from both sites by giving direction to other members of the team.r. Assisting the Team Leader in the day to day running of the department.s. Taking a leadership role under the instruction of the Team Leader to ensure workload is completed during annual leave periods and protected management meetings etc.t. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently.u. Managing all enquires in an effective manner.v. Maintaining an accurate referrals databasew. Actioning all incoming emailx. Processing letters as requested.y. Scanning of patient related documentation and attaching scanned documents to patients healthcare recordsz. Inputting data into the patients healthcare records as necessaryaa. Processing referrals using the electronic referral system (ERS)bb. Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA formscc. Clinically coding data on Systm1dd. Answering incoming phone calls, transferring calls or dealing with the callers request appropriatelyee. Managing all administrative queries as necessaryff. Carrying out system searches as requestedgg. Maintaining a clean, tidy, effective working area at all timeshh. Supporting all clinical staff with general administrative tasks as requestedii. To be able to keep up to date referral database and collate information as requested by clinician.jj. To complete monthly GPSI datasets for invoicing.Person SpecificationExperienceEssential

• Working in Primary Care
• Working as a Medical Secretary

QualificationsEssential

• Educated to GCSE level or equivalent

Desirable

• AMSPAR qualification
• Leadership qualification

Person SpecificationExperienceEssential

• Working in Primary Care
• Working as a Medical Secretary

QualificationsEssential

• Educated to GCSE level or equivalent

Desirable

• AMSPAR qualification
• Leadership qualification

Expected salary

Location

Chester-le-Street, County Durham – Durham

Job date

Thu, 16 Jan 2025 05:17:35 GMT

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