Medical Secretary​/Receptionist

An exciting opportunity has arisen for a motivated and enthusiastic individual to join our Practice Team as a Medical Secretary /Receptionist.

The role will require the Team member to work between our busy secretarial and reception team.

The successful candidate will provide efficient secretarial support to the Partners and practice team. They will also carry out receptionist duties in the practice.

Ability to use own judgment and be able to work under pressure without direct supervision is essential.

Facilitating effective communication between patients, members of the Primary healthcare team, secondary care and other associated healthcare agencies is also an essential part of this role.

Barnard Castle Surgery is housed in purpose-built accommodation. Our practice population is approximately 11,000 patients and the practice area is approximately 400 square miles which covers Barnard Castle and surrounding villages.

We are a well-established training practice for both GP Registrars and Medical Students.

Our clinical team consists of 6 GP Partners, 4 Salaried GPs, 3 Advanced Clinical Practitioners, GP Registrars and Medical Students supported by our Nursing and Administrative Team. We are also supported by our team of Pharmacists, Pharmacy Technicians, Social Prescribers, Nursing Associate and Care Coordinator who are attached to us.

CQC Rating Good.

High QOF achievers.

The Health and Wellbeing of our team is paramount and we have achieved Silver level of the Better Health at Work Award. We are working towards Gold.

We value our team members and create a supportive professional environment.

We are actively involved in Teesdale Primary Care Network and Durham Dales Health Federation.

Job 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 and also electronic referrals to secondary providers in an accurate and quality manner.
• Book hospital appointments for patients using the NHS e-referral system.
• Arrange urgent referral appointments.
• Check systems for referral rejections and appointments made.
• Monitor and check tasks and workflows to ensure urgent and two week wait referrals are received and appointments made.
• Effectively liaise with Practice, Primary Care Organisations, patients and other external organisations to assist promptly with the resolution and administration of queries.
• Ensure telephone enquiries are dealt with in a courteous and timely manner and take messages as appropriate.
• Maintain referrals database and worklists.
• Action tasks as required via Systm 1.
• To establish and maintain filing and administrative systems i.e., scanning, so that computer information is easily accessible and secure.
• To assist with the gathering of statistics and information when required.
• To have a thorough knowledge of all Practice Procedures.
• To work in accordance with written Protocols.
• Photocopy as requested.
• Attend meetings and take minutes.
• Communicate effectively with the secretarial team to ensure policies and procedures are up to date.
• Process appointment requests from patients by telephone and in person.
• Ensure efficiency of Systm1 appointment system and monitor flow of patients into consulting and treatment rooms.
• Ensure patients without appointments but who need urgent consultation are seen in a logical and non-disruptive manner.
• Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensure procedures are completed.
• Action tasks daily.
• Advise patients of relevant charges for private services, accept payment and issue receipts for same.
• Respond to all queries and requests for assistance from patients and other visitors.
• Enter requests for home visits onto computer stating time received and including all relevant information and where necessary. i.e., urgent calls refer to the duty doctor.
• Ensure reception and waiting area are kept neat and tidy.
• Be able to cover all reception duties as necessary.

• Scanning post in medical records.
• Ensure correspondence, reports, results etc. are scanned into the correct records.
• Open and distribute incoming mail received.
• Registration of new patients.
• Process patients change of address, computer data and medical records (have knowledge of practice area).
• Retrieve and re-file records as required, ensuring that strict alphabetical order is adhered to.

• Open premises at the start of the day when first arrive, de-activate alarm and make all necessary preparations to receive patients.
• When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off, all electrical equipment has been turned off and the alarm activated.
• Prepare rooms for meetings.
• Any other delegated duties considered appropriate to the post.

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive…