Job description

Job responsibilities

Folly Lane Medical Centre

Medical Secretary Job Description

Job Title: Medical Secretary

Responsible To: Practice Manager/Operation Manager

The Purpose Of The Post:

To provide a high quality, professional secretarial and administrative service to patients, doctors, staff, colleagues, health service professionals and others.

The person will be expected

Main Duties And Responsibilities

The following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

• Typing letters, reports and associated documentation as required
• Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
• Managing all enquiries in an effective manner
• Maintaining an accurate referrals database
• Actioning all incoming email
• Processing calling letters as requested
• Scanning of patient related documentation and attaching scanned documents to patients healthcare records
• Inputting data into the patients healthcare records as necessary
• Processing referrals using the electronic referral system (ERS)
• Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
• Clinically coding data on SystemOne
• Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
• Managing all administrative queries as necessary
• Carrying out system searches as requeste
• Maintaining a clean, tidy, effective working area at all times
• Supporting all clinical staff with general administrative tasks as requested.

Assignment Of Work

1. The post-holders work assignment is determined by the requirements of the Practice, GP Partners, the Practice Manager and the patients.

2. The Practice Manager provides immediate line-management for the post-holder. The post holder will take instruction on a day to day basis from the Operations Manager. However, the post-holder is expected to be self-directed and self-motivated using their own initiative and requiring minimum input from the Operations Manager, once the probation period has been completed.

3. The Post-holders work is formally reviewed at 4 weeks, 2 months and 3 months during the probationary period. If the probationary period is not successfully completed a further 3 month extension can be granted. Following a successful probationary period the post-holders work will be reviewed by annual appraisal.

4. The post-holder must be proactive in forward planning, identifying and implementing improvements within and beyond their key result areas, anticipating and communicating future internal and external requirements.

Decisions & Judgements

1. The post-holder is required to use her/his own initiative when dealing with problems and to make any reasonable and necessary decisions on events as they occur, including:

Establishing and maintaining effective lines of communication with the GPs and Practice Manager.

Communicating clearly and effectively with staff to aid the smooth running of the Practice.

Responding to requests or queries for support as they arise in an appropriate and timely manner.

Prioritising workload and requests for support.

Making the most effective use of resources available.

Using judgement and experience in helping to determine the relevant urgency of or requests for information received from patients and other external organisations.

Most Challenging Aspects Of The Job

1. Managing the many conflicting priorities that the post requires.
2. Ensuring clear protocols for the prioritisation of work.
3. Providing and maintaining a professional and effective dialogue with patients.

Physical, Mental, Emotional And Environmental Demands Of The Job

1. The post-holder is required to have keen hand/eye co-ordination to undertake his/her primary task.
2. The post holder is required to be methodical and work to a structure, seeing problems through to their satisfactory conclusion.
3. The post-holder is required to work in a well-organised and professional manner to meet the demands of the work, maintaining concentration and accuracy.
4. The post-holder is often required to work independently of others and to be self-determined.
5. The post holder is required to communicate effectively and possess an aptitude for dealing with potentially difficult or demanding situations.

Knowledge, Training And Experience Required To Do The Job

1. The post-holder must be understanding and approachable to patients and able to respond to patient requests.
2. The post-holder is required to have well-developed keyboard skills.
3. The post-holder must be able to communicate effectively and collaboratively across varied staff disciplines.
4. The post-holder must clearly understand the importance of maintaining patient and data confidentiality.

Communication And Relationships

1. Internally with the GPs, Practice Manager and colleagues to help ensure that practice aims and objectives are met.
2. Internally and externally with colleagues, healthcare professionals and others within the Primary and Secondary Care sectors with regard to the needs of the Practice and the needs of patients registered at the Practice.
3. Externally with patients registered at the Practice.

Housekeeping

Ensuring premises are kept clean and tidy between visits from the cleaning staff.

Other Duties

1. It is important that all members of staff are prepared to take on additional duties or relinquish existing duties in order to maintain efficient running of the Practice.
2. The Practice Manager/Partners reserve the right to redistribute duties and functions among members of staff from time to time, and requests for such changes shall not be unreasonably refused.

• 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.

Person Specification

Qualifications

Essential

• GCSE Grade A- C

Experience

Essential

• Experience working with the public
• Experience working as part of a team.
• Experience of work within a confidential nature.

Desirable

• Experience working as a medical secretary within a GP practice.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Folly Lane Medical Centre

Address

Folly Lane

Bewsey

Warrington

Cheshire

WA5 0LU

United Kingdom

Employer's website

https://follylane.gpsurgery.net/# (Opens in a new tab)

Job description

Job responsibilities

A GPA has completed the City and Guilds Certificate. The role is to support the GPs smooth running of clinics by performing the more routine administration and clinical tasks on behalf of the GP freeing up their time to focus on the patient.

A summary of duties includes:

Phlebotomy

Blood pressure monitoring and support in hypertension review clinics

Offering patients lifestyle advice in relation to weight, lipid management, alcohol and exercise

Information gathering from patients

Understanding of clinical indemnity, vicarious liability in relation to personal and professional practice

Infection control

Maintaining a well-stocked clinical environment

Immunisation within PCN vaccination services

New patient health checks

NHS health checks and enhanced health checks

Completion of referral forms to services such as ADHD, autism services, and routine chronic disease referrals such as diabetes eye screening

Filing of routine results according to level of training and competency

Feno testing

Sorting all clinical post and prioritising for the GP in terms of actions. Signposting some post to others such as clinical pharmacist etc.

Extracting all information from clinical letters that needs coding and adding to notes

Arranging appointments, referrals, tests and follow up appointments of patients

Preparing patients prior to going in to see the GP, taking a brief history and basic readings in readiness for the GP appointment

Dipping urine, taking blood pressure, ECGs & phlebotomy

Completing basic forms and core elements of some forms for the GP to approve and sign such as insurance forms, mortgage, benefits agency forms etc.

Explaining treatment procedures to patients

Helping the GP liaise with outside agencies e.g. getting an on-call doctor on the phone to ask advice or arrange admission while the GP can continue with their consultations

Supporting the GP with immunisations as guided by PSDs

• While 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 postholder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers
• The postholder 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

The postholder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:

• 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
• Reporting potential risks identified

• Acting in a way that recognises 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 which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
• Acting in a way that recognises 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 which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

• Participating in individual annual performance reviews, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
• Attending all relevant annual updates
• Informing the lead GP of any concerns regarding GPA role and any professional development needed
• Being aware of own professional boundaries and what to do when you have reached them

The postholder will strive to maintain quality within the Practice, and will:

• Alert other team members to issues of quality and risk
• Work to practice protocols
• 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 teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

The postholder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Be familiar in all mediums of communications such as email, tasks, telephone etc.
• Communicate effectively with patients and carers
• Recognise peoples needs for alternative methods of communication and respond accordingly
• Communicate effectively to outside agencies
• Communicate clearly with their lead GP

The postholder will:

• Apply Practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate

Person Specification

Experience

Desirable

• -Experience of working in a primary care environment
• -Completion of the City and guilds qualification for GPA

Experience

Desirable

• -Experience of working in a primary care environment
• -Completion of the City and guilds qualification for GPA

Qualifications

Essential

• -An understanding of the NHS agenda and government targets
• -Awareness of systems to support management of patients in a primary care setting, delivering support in the context of pathways of care and the business of the organisation(s)
• -Awareness of GP budget management and funding systems to enable primary care services to assist delivery of PCN and NHS priorities and requirements for financial balance and quality
• -Confident use of Microsoft office packages
• -Understand the aims of current healthcare policy
• -Able to analyse and interpret patient record data
• -Has attention to detail, able to work accurately, identifying errors quickly and easily
• -Able to effectively manage allocated resources
• -Has a planned and organised approach with an ability to prioritise their own workload to meet strict deadlines
• -Able to think analytically; anticipating obstacles and thinking ahead; using analytical techniques to draw logical solutions to problems
• -Excellent communication skills, verbal and written, with the ability to adjust communication style and content to suit the audience
• -Influencing and negotiating skills
• -An excellent understanding of data protection and confidentiality issues

Desirable

• -Experience of working in a primary care environment.
• -Completion of the City and guilds qualification for GPA
• -Computer literate with an ability to use the required GP clinical systems

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Central and West Warrington PCN

Address

Medi Centre

Tanners Lane

Warrington

WA2 7NJ

United Kingdom

Employer's website

https://www.centralandwestwarringtonpcn.nhs.uk/ (Opens in a new tab)

Job description

Job responsibilities

• Working as part of a multidisciplinary team in a patient facing role to clinically assess and treat patients using expert knowledge of medicines for specific disease areas. The role will contribute to successful clinical management of patients and build capacity in the workforce at the right levels.
• Using clinical skills to provide specialist medication review and assessment of patients with long term conditions having complex medicine regimes and produce the best outcomes for the patient.
• To further proactively manage people with complex polypharmacy, especially the elderly, people in care homes, those with multiple co-morbidities (in particular Frailty, COPD and Asthma); people with Learning Disabilities or Autism (through STOMP-Stop Over Medication Programme)
• Providing specialist expertise and advice in respect to the management and use of medicines and medicines management to patients, carers, practice staff as well as a wide range of health and social care professionals in helping to tackle inequalities
• Be an Independent Prescriber and safely prescribe within your scope of competence, ensuring evidence-based, patient-centred care.
• Provide leadership on person-centred medicines optimisation (including ensuring prescribers in the Practice conserve antibiotics in line with local antimicrobial stewardship guidance) and quality improvement whilst contributing to the quality and outcomes framework and enhanced services
• Through structured medication reviews, support patients to take their medications to get the best from them, reduce waste and promote self-care
• Have a leadership role in supporting further integration of general practice with the wider healthcare teams (including community and hospital pharmacy) to help improve patient outcomes, ensure better access to healthcare and help manage general practice workload
• Develop relationships and work closely with other pharmacy professionals across PCNs and the wider health and social care system
• Take a central role in the clinical aspects of shared care protocols, clinical research with medicines, liaison with specialist pharmacists (including mental health and reduction of antipsychotic use in people with learning disabilities) liaison with community pharmacists and anticoagulation
• Be part of a professional clinical network and have access to appropriate clinical supervision.
• To maintain registration as a pharmacist and comply with appropriate professional codes
• To develop and facilitate a good working relationship with all local providers of healthcare
• To plan and organise own workload, including audit and project work, and training sessions.
• To record personally generated information and maintain a database of information relating to the work done in the practice(s) personally generated information includes information and records relating to audit and clinical work undertaken by the post holder, reference notes relating to clinical/technical information, etc the database includes maintaining up-to-date, detailed
• Maintain records of all work done in the practices for which the post holder is accountable, assisting the GP Practice team with appropriate monitoring and management of prescribing budgets
• As appropriate to the post, to maintain and develop professional competence and expertise, keep up to date with medical/therapeutic evidence and opinion, and local and national service, legislation and policy developments, agree objectives and a personal development plan and participate in the appraisal process
• To attend Practice meetings and other meetings (e.g. PPG/CCG) as appropriate to report on workstreams and to give advice on appropriate use of medicines.
• Help plan, develop and support the introduction of new working processes within the Practice to optimise the quality of prescribing
• Take overall responsibility for all pharmacy related governance within the Practice ensuring safe processes are in place for the following:

-Ensuring national and local guidance is adhered to

-Ensuring all safety alerts and MHRA guidance is acted upon in a timely and safe manner

-Ensuring safe processes are in place within the Practice e.g., DMARD monitoring and DOAC monitoring

- Ensuring plans are in place to review all those requiring a SMR

-Provide support to all Practice colleagues regarding safe prescribing

-Undertake quality improvement exercises as required and have a workplan for these within your Practice(s)

-Provide supervision to junior colleagues and lead the Pharmacy team in Practice on a day-to-day basis

-Regularly liaise with senior team members

-Keep up to date with all Practice and PCN contractual requirements, ensuring systems are in place to achieve

-Supervise undergraduate and pre-registration colleagues as required

-Mentor colleague undertaking CPPE or those who require development

• To undertake any other duties commensurate with the post holders grade as agreed with the post holders line manager

Person Specification

Skills

Essential

• Excellent communication skills written and verbal
• Good organisational skills
• Proactive
• Ability to work on own initiative and as part of a team
• Computer literate including Microsoft office packages and web-based searching
• Conducts oneself in a professional manner at all times
• Be able to travel freely and travel between multiple sites on a daily basis
• Enthusiastic and self-motivated
• Flexible working approach
• Able to work under pressure

Desirable

• Valid driving licence and access to a car on a daily basis

Knowledge

Essential

• Good clinical knowledge and understanding of the principles of evidence-based healthcare.
• Able to apply clinical knowledge appropriately in a variety of practice settings or patient groups
• Good understanding of primary care structure and General Practice
• Knowledge of GP clinical computer systems

Qualifications

Essential

• Vocational 4-year Masters degree in pharmacy
• 1 years pre-registration training
• Registered with the General Pharmaceutical Council
• Independent prescriber
• Completed Primary Care Pharmacy Educational Pathway (PCPEP)
• Evidence of Continuing Professional Development

Desirable

• Postgraduate diploma/MSc in Clinical or Community Pharmacy or equivalent

Experience

Essential

• Post- registration experience in primary care
• Experience of clinical pharmacy
• Experience of working with GPs
• Good critical appraisal skills
• Experience of patient consultation

Desirable

• Post-registration experience in other sectors e.g. secondary care or community pharmacy

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Central and West Warrington PCN

Address

Helsby Street Medical Centre

2 Helsby Street

Warrington

WA1 3AW

United Kingdom

Employer's website

https://www.centralandwestwarringtonpcn.nhs.uk/ (Opens in a new tab)