Part Time Medical Secretary jobs in West Sussex

Job Purpose

The Patient Care Advisor (PCA) is the first point of contact for patients accessing the practice and plays a vital role in delivering an efficient, professional and compassionate service.

The post holder will provide high-quality reception and administrative support, ensuring patients are signposted to the most appropriate service while supporting the safe and effective operation of the practice. They will work collaboratively with the wider multidisciplinary team to provide an excellent patient experience and contribute to the smooth running of practice services.

1. Patient Reception and Customer Service

· Welcome patients and visitors in a courteous, professional and compassionate manner.

· Provide excellent customer service both face-to-face and over the telephone.

· Deal with patient enquiries sensitively and efficiently.

· Maintain patient confidentiality at all times.

· Manage difficult conversations calmly and professionally.

· Promote a positive image of the practice.

2. Telephone Handling and Patient Access

· Answer incoming telephone calls promptly and courteously.

· Assess patient needs using agreed protocols and signpost appropriately.

· Book, amend and cancel appointments using SystmOne.

· Manage appointment requests in accordance with practice policies and total triage processes.

· Take accurate messages and ensure timely communication with clinicians and colleagues.

· Support patients with general enquiries regarding practice services.

3. SystmConnect and Digital Patient Support

· Assist patients who are unable to complete SystmConnect requests independently.

· Complete SystmConnect forms on behalf of patients where appropriate.

· Promote and support use of the NHS App, SystmConnect and online services.

· Ensure sufficient information is obtained to allow appropriate clinical triage.

4. Appointment Management

· Book, amend and cancel appointments across all clinical services.

· Ensure patients are booked into the most appropriate appointment type.

· Manage appointment availability in accordance with practice procedures.

· Explain appointment processes to patients.

· Escalate urgent clinical concerns in accordance with practice policy.

5. Patient Navigation and Signposting

· Signpost patients to the most appropriate NHS or community service.

· Promote Pharmacy First where appropriate.

· Signpost to community pharmacies, NHS 111, urgent treatment centres, community services, social prescribing, mental health services, local authority services and voluntary organisations.

6. Registration and Patient Administration

· Process new patient registrations and temporary resident registrations.

· Update patient demographic information and verify identity.

· Maintain accurate patient records.

7. Clinical Administration Support

· Raise pathology and diagnostic test requests where authorised.

· Book interpreters for patient appointments.

· Process incoming and outgoing post.

· Scan and workflow clinical correspondence.

· Support administrative workflows across the practice.

8. Information Management

· Maintain accurate records using SystmOne.

· Enter patient information accurately and promptly.

· Follow document management procedures.

· Comply with GDPR and Information Governance requirements.

9. Team Working

· Work collaboratively with clinicians and the wider practice team.

· Support colleagues during busy periods.

· Participate in meetings and service improvements.

· Provide cover across all reception positions.

10. Quality and Safety

· Follow practice policies and procedures.

· Report incidents and patient safety concerns.

· Participate in audits and continuous improvement.

· Comply with safeguarding and infection prevention procedures.

11. Information Governance, Equality and Health & Safety

· Maintain confidentiality at all times.

· Promote equality, diversity and inclusion.

· Comply with Health & Safety legislation and practice policies.

Person SpecificationEssential

· Good standard of education including GCSE English and Maths (or equivalent).

· Excellent customer service and communication skills.

· Reception or administrative experience.

· Good IT skills and willingness to learn SystmOne.

· Ability to prioritise workload, remain calm under pressure and work as part of a team.

Desirable

· Experience working in General Practice.

· Knowledge of SystmOne and SystmConnect.

· Knowledge of NHS primary care pathways, Pharmacy First and patient navigation.

· Experience of document workflow and NHS App support.

Personal Development

Participate in annual appraisal, complete mandatory training and maintain professional development.

Other Duties

This job description is not exhaustive and may be amended to meet the changing needs of the practice.

Pay: From £13.69 per hour

Benefits:

• Company events
• Company pension
• Cycle to work scheme
• Employee discount
• Free flu jabs

Work Location: In person