Secretary - Meddygfa Emlyn
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Job summary
Purpose of the post is to provide medical secretarial, administrative and systems support to the Practice. This post is fix term for 12months to cover maternity leave.
Main duties of the job
To prioritise all secretarial work as requested by the Senior Secretary and/or Practice manager, as explained in the job description.
Training will be provided.
About us
Friendly Practice located in the rural area of Newcastle Emlyn. We are a partnership of five doctors together with 3 salaried doctors, an Advanced Nurse Practitioner and a full health care team of practice nurses, community nurses, pharmacist, health visitor and midwives, assisted by our administrative staff.
Job responsibilities
To prioritise secretarial work, and deal with urgent correspondence from/to GPs and other members of the Primary Health Care Team first.
Maintain an effective and timely filing system both paper and electronic.
Deal with queries from Doctors and patients on a daily basis in a polite and friendly manner.
Collate and distribute practice referral data within an appropriate time scale.
To take on ad hoc tasks when asked to do so by the GPs and Practice Manager to maintain the best possible service to patients.
Administration of information/reports requested by solicitors, insurance companies etc
Be aware of and maintain confidentiality as per Caldicott guidelines.
Be aware of and maintain all Health & Safety Regulations.
Ensure GP Links system is operated on a daily basis, and quarterly returns submitted
Liaise with hospitals and clinics to arrange urgent/emergency appointments and admissions.
Assist the reception and administrative team with reception duties as required,
Ensure all medical history, disease registers, and HP target information are
recorded and up to date.
Manage non-NHS work (insurance forms, solicitors letters etc) including
maintenance of an effective audit trail and monitoring re-imbursements.
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.
To assist the practice manager with all 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 the completion of medical/insurance records as required.
File patient records and correspondence in patient medical records.
To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
To maintain the computer clinic system in an accurate and secure manner.
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 clerk responsible, maintain adequate supplies of office stationery in order to perform secretarial duties.
To receive and dispatch mail and maintain a pending system.
To read, scan, code and disseminate letters/documents as required.
To undertake any tasks required by the Practice Manager to help with the smooth running of the Practice.
Person specification
Qualifications
Essential
- Willingness to undertake further training
- Pleasant and outgoing manner
Desirable
- Welsh speaking
- Computer Skills
Experience
Essential
- None
Desirable
- Experience of working in Primary Care
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