Job Description
Job Description and Person Specification
Role: Medical Administrator
25 hours per week
Reports to: Practice Manager
Job Summary:
The post holder will provide support to the Medical Secretary, GPs and other health professionals as required. This includes typing of letters, reports, patient referrals, minutes, memorandums in an accurate and timely manner.
This will require accurate clinical administration, word processing and data analysis, typing and excellent written and verbal communication skills.
The role includes access to highly sensitive information and the post holder should ensure that they conduct their work with the strictest confidence and comply with information governance, data protection and record keeping policies at all times.
The post holder will also be required to provide reception cover on a regular basis. This includes booking appointments, issuing prescriptions, processing test requests and answering the telephones.
Duties and Responsibilities:
- To construct a variety of letters as instructed by the healthcare professionals.
- Use of the e-Referral Service system where appropriate; to assist in referral of patients to one or more hospital(s) of their choice which includes sending out relevant documentation to the patient.
- Resolving problems which relate to the e-Referral Service. This includes changes to place of referral and dealing with rejected referrals.
- To liaise with clinicians, administration staff, secondary care clinicians and their secretaries, patients and other organisations.
- To keep up to date with changes in referral pathways.
- Informing GP’s of new services available in secondary care.
- To make hospital appointments, bookings and admissions as required.
- To support the Medical Secretary in completing Subject Access Requests as required.
- To receive incoming and initiate outgoing telephone calls in order to deal with appropriate queries.
- To provide cover for members of the secretarial team during periods of sickness and annual leave.
- To manage and distribute all incoming emails to the Practice account.
- To send communications via email, MJOG and AccuRx.
- To undertake any other duties or which may reasonably be required, as defined by the Practice Manager/Practice Managers Assistant.
- To support the Reception Team and provide cover on a regular basis, when rota’d.
- To assist other Administrative teams within the Practice when required.
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.
- Comply with the Data Protection Act and Freedom of Information Act when dealing with requests for Information.
- 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.
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, to include:
- Using personal security systems with in the workplace according to practice guidelines
- 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
- Reporting potential risks identified.
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 recognizes the importance of people’s 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 priorities and rights.
Personal/Professional Development:
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, 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.
- Responsible for Mandatory Training is completed.
Quality:
The post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk
- 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.
Communication:
The post-holder should recognize 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.
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, sharing good practice and knowledge.
- Participate in audit where appropriate.
Person Specification
Must be a highly motivated individual who can work on their own initiative as well as part of a team.
Personal Qualities/Attitude
- Smart personal appearance
- Ability to work under pressure
- Adherence to a strict confidentiality policy
- Articulate
- Flexible
- Good time-keeping/attendance
- Diplomatic
- Conscientious
- Always present a positive image of the practice
- Maintain courtesy to patients and colleagues at all times
- Honesty
Education/Skills
- Good level of general education
- Excellent typing/IT skills
- Working knowledge of EMIS/e-referrals
- Working knowledge of Microsoft Office
- Problem solving
- Ability to work to policies/protocols
- Planning and prioritising
- Ability to communicate effectively with patients/colleagues/outside agencies
- Accuracy in work
- Ability to work individually and as part of a team
- Ability to build and maintain good working relationships with colleagues
- AMSPAR qualification
Experience
- Medical Secretary experience
- Dealing with the public
- Customer care
- Working in General Practice
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name:
Three Villages Medical Practice
Address:
Stourbridge Health and Social Care Centre
John Corbett Drive,
Stourbridge
West Midlands
DY8 4JB
Job Types: Part-time, Permanent
Part-time hours: 25 per week
Salary: £10.42 per hour
Schedule:
- Monday to Friday
- Weekend availability
COVID-19 considerations:
Face masks are worn within the building as per NHS England guidelines.
Experience:
- General Practice: 1 year (preferred)
Work Location: In person
Application deadline: 11/08/2023
Reference ID: TVMPMA
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