Hull Family Practice is a busy practice serving 38,000 patients, across East and West Hull. We are looking to recruit a part-time secretary for 24.5 hours per week over 3 days, to join our friendly team of 3 secretaries based at our Morrill Street site. You will provide a friendly, confident, and professional service to our patients.
The successful candidate will be highly motivated and enthusiastic with excellent keyboard and communication skills.
Our ideal candidate will have excellent IT skills and preferably experience of working with SystmOne and the NHS e-referral service. You will be a fast and accurate typist. It is also desirable to have a sound knowledge of medical terminology.
You will be able to demonstrate good communication and organisational skills. You will have the ability to work both independently and as part of a wider team; to use initiative and discretion. Must be flexible to cover holidays and sickness.
Main duties of the job
To provide an efficient typing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, etc. in an accurate and quality manner.
Understand all referral routes available and use relevant forms/proformas.
Understand, utilise and manage the 2WW referral system.
Ensure patient records are kept up-to-date with information relating to change of name/address etc.
Deal with patient enquiries.
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 with the completion of medical/insurance records as requested by patients, solicitors, insurance companies, etc.
To make appointments as required.
To attend meetings and take minutes 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.
Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures.
Using personal security systems within the workplace according to practice guidelines.
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
Making effective use of training to update knowledge and skills.
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
Actively reporting health and safety hazards and infection hazards immediately when recognised.
Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role.
Undertaking periodic infection control training (minimum annually).
Reporting potential risks identified.
Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognizes the importance of peoples' rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.
Quality
The post-holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of quality and risk.
Assess own performance and take accountability for own actions, either directly or under supervision.
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance.
Work effectively with individuals in other agencies to meet patients' needs.
Effectively manage own time, workload and resources.
Communication
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team members.
Communicate effectively with patients and carers.
Recognize peoples' needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services
The post-holder will:
Apply practice policies, standards and guidance.
Discuss with other members of the team how the policies, standards and guidelines will affect own work.
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The successful candidate will be highly motivated and enthusiastic with excellent keyboard and communication skills.
Our ideal candidate will have excellent IT skills and preferably experience of working with SystmOne and the NHS e-referral service. You will be a fast and accurate typist. It is also desirable to have a sound knowledge of medical terminology.
You will be able to demonstrate good communication and organisational skills. You will have the ability to work both independently and as part of a wider team; to use initiative and discretion. Must be flexible to cover holidays and sickness.
Main duties of the job
To provide an efficient typing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, etc. in an accurate and quality manner.
Understand all referral routes available and use relevant forms/proformas.
Understand, utilise and manage the 2WW referral system.
Ensure patient records are kept up-to-date with information relating to change of name/address etc.
Deal with patient enquiries.
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 with the completion of medical/insurance records as requested by patients, solicitors, insurance companies, etc.
To make appointments as required.
To attend meetings and take minutes 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.
Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures.
Using personal security systems within the workplace according to practice guidelines.
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
Making effective use of training to update knowledge and skills.
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
Actively reporting health and safety hazards and infection hazards immediately when recognised.
Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role.
Undertaking periodic infection control training (minimum annually).
Reporting potential risks identified.
Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognizes the importance of peoples' rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.
Quality
The post-holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of quality and risk.
Assess own performance and take accountability for own actions, either directly or under supervision.
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance.
Work effectively with individuals in other agencies to meet patients' needs.
Effectively manage own time, workload and resources.
Communication
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team members.
Communicate effectively with patients and carers.
Recognize peoples' needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services
The post-holder will:
Apply practice policies, standards and guidance.
Discuss with other members of the team how the policies, standards and guidelines will affect own work.
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