Medical Secretary Lead

The purpose of the role is to

A Leadership role covering all secretarial aspects for Fremington Medical Centre. You

will lead the secretarial team ensuring there is always secretarial services to the

practice and that the team is up to date with latest guidance. This includes conducting

appraisals and team meetings.

Offer general assistance to the practice team and project a positive and friendly image

to patients and other visitors, either in person or via the telephone

Receive, assist and direct patients in accessing the appropriate service or healthcare

professional in a courteous, efficient and effective way

Undertake a variety of administrative duties to assist in the smooth running of the

practice, including the provision of secretarial and clerical support to clinical staff and

other members of the practice team

Facilitate effective communication between patients, members of the primary health

care team, secondary care and other associated healthcare agencies

Process hospital documents to ensure they are coded correctly on patients records

You will also be required to process incoming letters received and liaise with other

departments and the GPs to ensure the necessary action for these documents are

dealt with correctly

Duties and responsibilities

The duties and responsibilities to be undertaken by members of the practice reception and

administration team may include any or all the items in the following list. Duties may be

varied from time to time under the direction of the team leader/Practice Manager, dependent

on current and evolving practice workload and staffing levels:

Management and leadership of the Secretarial teams; including appraisals and team

meetings.

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, minutes, memorandums etc in an accurate and quality manner.

Use of the Choose and Book 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 Choose and Book system. This includes

changes to place of referral and dealing with rejected referrals.

Informing GPs of new services available on Choose and Book.

To assist the management team with clerical and administrative duties.

To make appointments, bookings and admissions as required.

To liaise and arrange meetings (to include the booking of rooms) as required and to

attend meetings and take minutes.

To establish and maintain filing and administrative systems so that written or computer

information is easily accessible and secure.

To retrieve medical records and assist in the completion of medical/insurance records.

File patient records and correspondence in patient medical records.

To receive incoming and initiate outgoing telephone calls to deal with appropriate

queries.

To assist with the gathering of statistics and information when required.

To provide cover for members of the secretarial team during periods of sickness and

annual leave.

In liaison with the staff member responsible, maintain adequate supplies of office

stationery to be able to perform your secretarial duties.

To receive and dispatch mail and maintain a pending system.

To facilitate and complete all admin for the GSF, Frailty and Community meetings.

The efficient processing of referral letters and medical reports.

The co-ordination and administration of requests from Solicitors, Partners and GPs for

patient records in line with the Access to Medical Records Act.

Maintenance of appropriate system for the monitoring of payments invoiced and

received for non-NHS services undertaken by the Practice in conjunction with Practice

Manager and Finance Manager.

Maintain and implement Practice Policies.

To ensure the clinical integrity of the system working with the ICB to implement their

guidance.

Supporting the Surgery in always maintaining CQC compliance.

To disseminate information to the whole practice team in relation to any agreed system

changes.

Develop, implement, and embed efficient administrative processes and procedures

(SOPs). Ensuring all procedures are fully documented and up to date. Reviewing all

procedures on at least an annual basis and updating as required.

To provide support advice and training for current and new practice staff in the use of

the clinical system.

Develop and maintain effective communication both within the practice and with

relevant outside agencies.

Foster an environment within the team that supports staff development and encourages

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ideas and takes account of staff opinions.

Encourage and develop teamwork within the practice.

Opening up/locking up of practice premises and maintaining security in accordance

with practice protocols

Processing personal and telephone requests, and ensuring callers are directed to the

appropriate healthcare professional

Processing and distributing incoming (and outgoing) mail

Taking messages and passing on information

Filing and retrieving paperwork

Computer data entry/data allocation and collation; processing and recording

information in accordance with practice procedures

Initiating contact with and responding to requests from patients, other team member

and associated healthcare agencies and providers

Ensure practice records are kept relating to all item of services claims, producing

monthly and quarterly reports for the office manager

Providing clerical assistance to practice staff as required from time to time, including

word/data processing, filing, photocopying and scanning

Process and complete any referrals via DRSS in accordance with Practice Policies.

Liase with the Admin Manager to ensure adequate attendance at department meetings

and minutes for Gold Standard Framework and Frailty meetings twice a month, which

will require processing DS1500s.

Ensure all patient records are up to date and any new registrations and/or deductions

are processed via the clinical system in accordance with practice policies.

Process incoming clinical letters, code and forward to relevant person or department

for further action if needed.

Deal with and process internal tasks that are assigned to the office.

To liaise and arrange meetings as required and to attend meetings and take minutes.

To establish and maintain filing and administrative systems so that written or computer

information is easily accessible and secure.

Change back up tape daily

Manage pathology links daily.

Process Out of hours and 111 reports daily.

And any other duties as required by the line manager and the Practice Manager.

Fremington Medical Centre is a friendly General Practice currently serving over 7800 patients within a practice boundary that sits between the Taw and Torridge rivers. Our aim is always to provide high quality medical care in a safe and friendly environment which is easily accessible to all.

Our staff are a close-knit multidisciplinary team and we work with an open, inclusive and patient-centered ethos. The practice is currently undergoing a lot of exciting changes including new patient contact and appointment systems, building works to modernise and improve/increase our clinical and administrative spaces, increased involvement with clinical education and training, as well as primary care research and participation in the ever-expanding local Primary Care Network

Qualifications

Experience

Other Requirements

Skills

Personal Qualities