Medical Secretary Job at Invicta Health CIC (Dover)

Job Description

Invicta Health is recruiting for a Medical Secretary to join the friendly team at St James Surgery on a part time basis, working 20 hours per week. The role will be based at St James Surgery, Harold Street, Dover, Kent, CT16 1SF. 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.

Job Responsibility

Accurately code information, following coding protocol and using industry recognised codes
Examine records and documentation for missing information and coding errors, using medical knowledge to correct mistakes found in a timely manner
Identify and highlight any read coding problems to the GP and/or Practice Manager
Support the clinical team to ensure all targets are met and data is processed safely and accurately
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
Monitor DOCMAN workflow and complete all secretarial tasks that originate from DOCMAN and EMIS
Troubleshoot any DOCMAN issues and add/remove users where necessary
Maintain an accurate and up to date library of template forms on DOCMAN and EMIS and ensure all clinical staff have access
Raise invoices to patients for GP letters, reports, Insurance companies and any other service as necessary. Handle cheques and cash received from patients, liaising with finance as appropriate
Undertake DOCMAN training for new starters, setting up templates and new users. Support with DOCMAN IT issues/queries across the practice
To action all subject access requests (SAR) and third-party access requests (TPSAR) on the IGPR system in a timely manner when requested
Summarise notes If required for SAR and undertake redaction as necessary
liaise with solicitors, police, and data protection companies where necessary
Seek advice and guidance from the Corporate Affairs Manager, SIRO and the ICB as appropriate
Follow IG policies and procedures and provide input into organisational improvements in IG processes
To establish and maintain filing and administrative systems so that written, or computer information is easily accessible and secure
Photocopying, scanning, filing and proof reading in a timely and accurate manner
Process all incoming and outgoing post in a timely manner
Receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appointment and referral queries
Liaise with third party services such as funeral directors as and when required
Liaise with third party healthcare professionals and consultants for ongoing care or referral advice
Assist the practice manager with all clerical and administrative duties
Attend clinical and management meetings on behalf of the Medical Secretaries and take minutes when requested
Support the practice team with any DOCMAN training, queries or issues
Cover the work of other colleagues within the Clinical Administration team when requested
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 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

Requirements

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
Good telephone manner
Good level of education including competent levels of numeracy and literacy
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
Willingness to learn and adapt to change
Highly customer focused
Understanding and approachable
Strives for excellence
Leads by example
Positive can do attitude

Nice to have

Knowledge of office management systems and procedures
Experience of working with Microsoft packages including, word, excel and power point
Experience of working with EMIS and DOCMAN
Previous administration experience within a medical environment
Knowledge and understanding of the National Health Service