MEDICAL SECRETARY/ADMIN

Job title:

MEDICAL SECRETARY/ADMIN

Company

NHS Scotland

Job description

Description:MEDICAL SECRETARY/ADMINREPORTS TO: PRACTICE MANAGERHOURS: 37.5 hours per weekJob PurposeTo provide general secretarial and administrative support to the Practice Manager, Doctors and Health Professionals involving word processing, audio typing skills with general clerical work, processing letters and recalls.Main Duties/Responsibilities

• To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals (that can be done via dictation), minutes, memorandums, etc in an accurate and quality manner.
• To assist the Practice Manager with all clerical and administrative duties.
• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• To retrieve medical records and assist the completion of medical/insurance records.
• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
• To assist with the gathering of statistics and information when required.
• To provide cover for members of the secretarial and admin team during periods of sickness and annual leave
• In liaison with the Receptionist responsible, maintain adequate supplies of office stationery in order to perform your secretarial duties.
• To receive and dispatch mail and maintain a pending system.
• To receive incoming telephone calls from patients, carers, staff and external organisations and take appropriate action, which may involve discussion with other members of the team.
• Updating of Patients Computerised Record, to ensure accurate up-to-date information is recorded.
• Process mail as per Practice Policy.
• To have a thorough knowledge of all Practice procedures.
• To work in accordance of written protocols
• Photocopy as requested
• Process patients change of address – computer data and medical records (understand and gain knowledge of Practice area).
• Have working knowledge of telephone system.
• Process monthly recalls for patients.
• Submit quarterly returns of enhances services.

Other Tasks

• Ensure building security – have thorough knowledge of doors/windows/alarm.
• Perform other ad-hoc duties as requested by the Office Manager or Practice Manager to ensure the smooth running of the practice.

Organisational Responsibilities

• To be sensitive to patients, respecting their needs for courtesy, dignity and privacy and ensuring a friendly environment at all times.
• To contribute to clinical governance, by working as part of a team to achieve the goals of the service, AMC and NHS Tayside strategy.
• To report any faults in IT and office equipment to the IT staff/Reception Team Leader.
• To take part in department team meetings.

Educational Responsibilities

• Participate in Personal Development Plan programme.
• Attend mandatory training and ensure attendance record is recorded.
• To be involved in implementing new ideas and innovations within the Practice.

Confidentiality

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
• To ensure patient and health record confidentiality at all times and to comply with the Data Protection Act requirements.

Health & Safety:The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health & Safety Policy, and the practice Infection Control Policy and published procedures. This will include:

• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Actively reporting of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
• Reporting potential risks identified

Systems and EquipmentThe post holder will have appropriate IT skills and will use e-mail and other systems to communicate.

• Clinical and non-clinical software via PC – Vision, Docman, iGPR, Lexacom
• Telephone
• Patient records
• Photocopier
• Mail franking machine
• Scanner

Decisions and Judgements

• The post holder will be able to work accurately on their own initiative with agreed guidelines and protocols with the support of the Practice Manager and the wider practice team as appropriate.
• The work is generated by the demands of the service.
• Will maintain patient confidentiality at all times.
• Support is available from the Office Manager and/or the Practice Manager.
• The Post holder will have regular one to one performance meetings as well as annual appraisal meetings with the Practice Manager or other appropriate team members to review/update performance and personal development plan.

Other Tasks Carried Out by this Job Holder:The above main responsibilities are not limited. You may be required to take on certain tasks depending on Business requirement and needs to collaboratively ensure the smooth running of the operations.How to apply:Applications are invited by CV with covering letter to Teressa Forbes – teressa.forbes@nhs.scot. For further information please contact Teressa Forbes, Practice Manager, Academy Medical Centre. Academy Street, Forfar, DD8 2HA telephone 01307 490185 or by emailing teressa.forbes@nhs.scot

Expected salary

£23400 per year

Location

Forfar, Angus

Job date

Sat, 14 Sep 2024 03:13:08 GMT

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