Medical Secretary/pa - Malpas, United Kingdom - Malpas Surgery

Description

31 hours per week

The initial working pattern will be as follows:
Monday TBC

Tuesday TBC

Wednesday

Thursday

Friday


Main duties of the job
The role holder will provide a full range of medical secretary services.

Within this role, they will lead on the provision of private services administration, to ensure all work is correctly invoiced and paid-for and delivered in a timely manner.

Within the Personal Assistant function, the role holder will provide administrative support to the GP Partners and Practice Manager.


About us:

Malpas Surgery is a friendly, high achieving rural dispensing practice with over 7,800 patients.

We have 39 staff working in our purpose built premises and are investing in an exciting development of our site.

Secretarial Duties:

• Type referral letters, reports, submissions, etc. using audio typing and from tasks. Complete and submit referral forms.
• Arrange hospital referrals, appointments, and admissions. Deal with all patients requiring referral, including helping patients at the desk or on the telephone.
• Maintain an overview document of available referral pathways and methods for submission.
• Process outgoing mail (post and/or courier) and take to post box.
• Monitor stock of letterhead paper, compliment slips and postage stamps.
• Open all incoming post and distribute to all concerned as per the protocol and the preparation of incoming clinical post for scanning.
• Prepare, scan and code all referral forms and cards. Scan all confidential letters/forms/reports etc.
• Attend to EMIS and Docman tasks in a timely manner.
• Handle the Incoming Mail inbox on Docman. Following the protocol workflow appropriate letters to the Doctors or directly to Data Input for coding etc.
• Attend and minute meetings as required, including the clinical meeting, practice nurses meeting, staff meetings, and the Patient Participation Group. Prepare and circulate papers.
• Prepare Practice Publications and Newsletter as required and organise the printing of same.

Private Services:

• Handle requests for private medical reports from Insurance companies and Solicitors, ensuring requests complies with all Data Protection and Caldicott issues. Produce insurance report electronically. Scan completed form into patient's record and post.
• Make arrangements for private medicals. Ensure appropriate appointment is given with doctor and/or Practice Nurse. Arrange private blood tests/ECGs etc as required.
• Record medical and report requests on spreadsheet and produce accurate invoice records, ensuring payment is received (in advance as appropriate) for Private Work.
• Conduct a monthly review of private fees outstanding, chasing debt for payment.
• Ensure patients notes are copied as required and issued with appropriate invoice by recorded mail.
• When requested, update the patient and staff list of Private Fees, including the pricing for travel services and the travel pricing calculation sheet.
• Plan and oversee time allocated for Private Work, to enable a 10working day turnaround.
• Action Subject Access Requests using iGPR software.

Personal Assistant Responsibilities:

• Ad hoc typing tasks as requested. This includes letters, patient communications, staff communications, protocols, presentations etc.
• Manage the main practice diary, ensuring all meetings are scheduled and setup, including virtual meetings on MS Teams.
• Manage room bookings for meetings and hot desk office use e.g., by PCN staff.
• Document scanning and printing as required.
• Prepare and distribute staff communications.
• Prepare and distribute patient communications and patient information leaflets.
• Other duties as requested by the Partners or Practice Manager.

Additional Responsibilities

Information Technology:

• Maintain an uptodate directory of all referral forms on the EMIS Web Resource Publisher, communicating changes to relevant staff when new forms are issued.
• Maintain the digital dictation system through Lexacom.
• Manage the franking machine, including payments.

Job Types:
Part-time, Permanent


Salary:
From £11.10 per hour

Expected hours: 31 per week


Benefits:

• Company pension
• Onsite parking

Schedule:

• Monday to Friday

Work Location:
In person

Application deadline: 15/02/2024