Invicta Health has an exciting opportunity for a Medical Secretary to join the team on a full time basis at Birchington Medical Centre.
We reserve the right to close this vacancy early if we receive sufficient applications for the role.
Main duties of the job
As a Medical Secretary, you will provide an important role in supporting the practice team with the day to day running of the practice by undertaking a variety of administrative and secretarial services for the Practice Manager, GPs and Healthcare Professionals.
About us
Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.
We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.
What perks can we offer you?
NHS Pension
Learning and Development opportunities
Progression opportunities
Competitive annual leave entitlement
Incremental pay progression
Flexible working
Approved blue light card provider
Salary Sacrifice Schemes
Car Lease Scheme
Employee Assistance Programme
Job description
Job responsibilities
Appointments and Referrals
Use the E-referral system (ERS) to action, monitor and track appointments, bookings, and admissions of patients to hospital and send out relevant documentation to the patient.
Work to successfully action ERS tasks relating to any changes made to referrals and effectively manage rejected referrals.
Generate, log, track and chase fast track referrals including Cancer referrals.
Support the practice with patients clinical queries relating to referrals where appropriate.
Monitor DOCMAN workflow and complete all secretarial tasks that originate from DOCMAN and EMIS.
Data Handling
To action all subject access requests (SAR) and third-party access requests (TPSAR) on the IGPR system in a timely manner.
Processing and handling of Death Certificates and Cremation Forms. Liaising with coroners, medical examiners and GPs to ensure timely issue and preparing invoices for the appropriate fee where required.
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.
Source and chase patient blood results from third party practices and code them on the patients medical file where appropriate.
Obtain and file patient records and correspondence in patient medical records where required.
Communication
To receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
Monitor the Medical Secretary email account and action any requests and raising any urgent enquiries to your line manager where relevant.
Miscellaneous
Assist the practice manager with all clerical and administrative duties.
Support GP/Nurses with administration tasks when requested for example, Dictation and the sending of XRAY, MRI, CT scan and Ultrasound requests.
Attend clinical and management meetings and take minutes when requested.
Cover the work of other colleagues within the Clinical Administration team when requested.
General Duties
To work collaboratively and professionally with colleagues across Invicta Health, building and maintaining relationships.
To contribute to the development of services, including processes, templates and principles.
To treat all members of the public with respect and not to discriminate on the grounds of age, disability, gender reassignment, race, religion or belief, gender, sexual orientation, marriage or civil partnership, or pregnancy and maternity or any other issue.
To ensure that Health and Safety guidelines are observed at all times and alert management to any concerns raised by staff or members of the public.
To be aware of guidelines relating to the safeguarding of children and vulnerable adults.
To ensure that strict confidentiality is observed at all times, especially when dealing with personal information.
To take part in any statutory and mandatory training or other training and development programmes as requested.
Any other reasonable duties as directed by your line manager.
Due to the changing nature of Invicta Health, job descriptions will evolve and are therefore subject to periodic review.
Full terms and conditions of employment will be issued if an offer of employment is made.
Person Specification
Key skills
Essential
Able to communicate effectively and collaboratively across varied disciplines.
Able to work in a well-organised and professional manner, maintaining concentration and accuracy
Able to manage conflicting priorities
Possess an aptitude for dealing with potentially difficult or demanding situations.
Good telephone manner
Qualifications
Essential
Good level of education including competent levels of numeracy and literacy
Desirable
AMSPAR qualification
Personal Attributes
Essential
Willingness to learn and adapt to change
Highly customer focused
Understanding and approachable
Strives for excellence
Honest and fair
Leads by example
Positive can do attitude
Experience
Essential
Understand the importance of maintaining patient and data confidentiality.
Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations.
Experience of setting up and maintaining effective administrative filling systems
Experience of work involving regular and accurate data inputting
Experience of working with EMIS and DOCMAN
Experience of working with Microsoft packages including, word, excel and power point
Knowledge and understanding of the National Health Service
Desirable
Knowledge of office management systems and procedures
Previous administration experience within a medical environment
Job Type: Full-time