Medical Secretary​/Administrator

We are looking for a keen and enthusiastic medical secretary, with an eye for detail and great organisational skills to join our admin team. We are a forward thinking medical practice, keen on multidisciplinary working for the benefit of our local population. The applicant would ideally have some experience working in general practice, with System One. Ideally experience with referrals, coding, deductions and other administrative roles, however, training will be provided for the right candidate.

Management of letter flow, including coding and forwarding to relevant department.

Working with the clinical teams to ensure clear and concise patient records.

Making referrals with the clinical team, with the ability to manage mulitple flows both in and out of the practice.

Maintaining excellent information governance standards.

We are a busy and dynamic practice serving a more deprived area of Leeds. We pride ourselves on helping our local community.

Medical Secretary/Administrator/Summariser /Coder Responsible to
:
Responsible to Administration Hub Lead Salary Dependant on experience
Specific Duties and Responsibilities of the Post:

The Medical Secretary/Administrator will work closely with the clinical team and the Administration Hub Lead to provide secretarial and administrative support.

Key Duties and Responsibilities

Deal with all aspects of referrals, working with the clinicians and Administration Hub Lead

• Ensure all referrals are sent within the timeline the referral is requested.
• Maintain a referral data base and support audits on referrals.
• Read code relevant information in relation to the patients care from the patients clinical letters, into the clinical computer system.
• Summarise clinical notes
• Deal with day-to-day post including electronic post and discharges; scan the post directly onto the computer system.
• Deal with patients enquiries in relation to results, and book appointments when required
• Answer the telephone at busy periods when requested to support the reception team to provide safe patient access to the service.
• Ensure total familiarity with all appointment systems including regular and incidental variations
• Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record
• To provide administrative support and services to all members of the practice team including reception.
• Prepare all third party subject requests and medical reports
• Follows the company standards for ethical business conduct
• Conducts self as a positive role model and team member
• Supports the company ideology, mission, goals, and objectives
• Performs in accordance with the company policies and procedures
• Recognises patients rights and responsibilities
• Participates in company, meetings, in training and other activities
• Meeting minutes

Patient care

• Ensures that the quality of patient care is in accordance with the established policies and procedures
• Assists the Administration Hub Lead and clinicians in identifying and solving patient-care problems

Communication

• Communicates effectively and professionally with patients, visitors, clinicians and co-workers
• Interacts with others in a positive, respectful, and considerate manner
• Uses resources appropriately and avoids wasteful practices
• Promotes cost containment and efficient use of resources
• Makes recommendations for potential cost-effective improvements
• Performs according to established compliance policies and procedures

Professional competence

• Welcomes suggestions and recommendations
• Cooperative work attitude toward management, staff, patients, visitors, and clinicians
• Ability to promote favourable company image with clinicians, patients, commissioners and general public

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 recognises the importance of peoples 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
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings and priorities
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Maintaining a no blame culture

Governance

• All governance processes are adhered to
• Adheres to safety policies and procedures in performing job duties and responsibilities

The tasks within this job description are not exhaustive

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, you will have access to confidential information relating to patients and their…