Surgery Medical Secretary jobs

About the Practice

Filey Surgery strives to provide high-quality healthcare to the people of Filey and its surrounding district. Our doctors, nurses and broader team are dedicated to offering compassionate and professional care and a patient centred service. We are a friendly team committed to providing a positive working environment for all our staff.

We have a list size of around 9000 patients. We are a training Practice working with training GPs and medical students.

Overview of the Role

We are looking for an enthusiastic and reliable person, to work within our Patient Services Department. The role includes administration of correspondence relating to patients and the safe and efficient processing of data, the management of call and recall processes and other administrative tasks relating to patient care.

The applicant will be able to work under their own initiative and be able to contribute to the overall work of the practice team. Previous experience in a similar role is desirable, but not essential, as training will be given.

This is a full time position (37.5 hours).

Salary is dependent on experience and scope to include additional responsibilities may be available.

Key responsibilities

The following are the core responsibilities of the Patient Services Administrator. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels

Incoming Correspondence:

· Process incoming and outgoing mail

· Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records.

· Allocation of electronic letters to appropriate clinician/ department, (bearing in mind absences from the practice due to working days, holidays, and sickness),via SystmOne workflow. Managing this correspondence with coding and completion where appropriate.

· Input data into the patient’s healthcare records as necessary

. Processing requests for information i.e., SAR, insurance/solicitor’s letters and DVLA forms

Coding & Actions on documents:

· Identifying relevant clinical information contained in patient correspondence and input appropriate clinical codes on SystmOne

· Assisting with the onward management and administration of actions added by clinicians and other staff members

Data Quality and Recall Management

· Action patient recalls as appropriate in a timely manner

· Management of patient invites for NHS vaccination and immunisation programmes

· Carrying out system searches as required

· Review and manage sytems for assuring compliance with Quality Outcomes Framework (QOF)

Electronic Results:

· Allocation of electronic results received to appropriate clinician (bearing in mind absences from the practice due to working days, holidays and sickness), via SystmOne workflow.

· Taking appropriate action on electronic results.

· Informing patients and taking phone calls regarding test results

Appointments:

Making patients appointments as requested for:

· On the day (urgent) appointments (after requests have been triaged)

· Flu/Covid Clinics

· Follow-up appointments from actions on letters & results

Other administrative duties:

· Summarising of patient notes for online registrations

· Following procedure and completing required administrative protocol for any deaths

· Liaising with bereaved relatives and undertakers regarding deaths and appropriate paperwork

· File and store records as required

· Support all clinical staff with general administrative tasks as requested

· Produce and record invoices for private work and ensure records are completed when payment received

· Managing all enquiries in an effective manner

Person specification – Patient Services Administrator

Essential Qualifications;

Educated to GCSE level or equivalent

Desirable Qualifications;

GCSE Mathematics and English (C or above)

Experience

Experience of working with the general public

Experience of administrative duties

Essential Skills

Excellent communication skills (written and oral)

Strong IT Skills

Clear, polite telephone manner

Competent in the use of Office and Outlook

Effective time management (planning and organising)

Ability to work as a team member and autonomously

Good interpersonal skills

Problem solving and analytical skills

Ability to follow policy and procedure

Desirable Skills

SystmOne user skills

Personal Qualities

Polite and confident

Flexible and cooperative

Motivated

Forward thinker

High levels of integrity and loyalty

Sensitive and empathetic in distressing situations

Ability to work under pressure

Other Requirements

Flexibility to work outside of core office hours

Job Type: Full-time

Pay: £12.71-£13.10 per hour

Benefits:

• Company pension

Licence/Certification:

• Driving Licence (preferred)

Work Location: In person