Medical Secretary

To provide an efficient word processing and copy typing service for the GPs and other health professionals as required. Examples include: Letter typing, reports, referrals, etc in an accurate and timely manner

To maintain the referrals systems in place ensuring that all referrals are managed appropriately and in a timely manner.

To support patients who have queries with their hospital referral where the hospital is not able to help them directly.

To receive incoming and initiate out going telephone calls and emails in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries

To assist with all clerical and administrative duties

• To make bookings, appointments and admissions as required including any related correspondence.
• To establish and maintain a good filing system in line with practice policies both on the clinical system and in paper form as necessary, filing both incoming and outgoing correspondence.
• To retrieve medical records and assist the completion of medical/ insurance records including liaising with the Finance Manager to ensure all invoices for work done are sent to the requestor in line with practice processes.
• To maintain the computer clinical system in an accurate and secure manner
• To assist with the gathering of statistics and information when required.
• To manage any incoming post to the practice, passing on to colleagues as appropriate.
• To dispatch the post for the practice, including any parcels, packages or letters requiring the need to be taken to the post office.
• To provide cover for members of the secretarial team during periods of sickness and annual leave
• In liaison with colleagues, maintain adequate supplies of office stationery in order to perform the teams secretarial duties and support other areas of the practice.

Safeguarding Administration

• Part of the safeguarding core team which consists of a safeguarding lead for adults, safeguarding lead for children and young people, compliance manager and HR manager, This team will need to work closely with and support the rest of the practice team.
• Monitoring of dedicated safeguarding inbox
• Efficient processing of inbound and outbound safeguarding requests
• Prepare all safeguarding reports for GP review in a timely manner

Ensuring all MARAC and MASH requests are dealt with urgently

• Keeping a safeguarding tracker recording the time line for all documents received and sent out
• Responsible for Coding and distributing all safeguarding documents appropriately
• Responsible for update safeguarding template for each patient as appropriate
• Coordinate participation and preparation for safeguarding meetings
• Help complete the annual PCQOF and LES Quarterly Contract Returns
• Ensure that the 4 safeguarding lists are accurate and up to date on a monthly basis (children on a child protection plan, children on a child in need plan, children looked up by Local Authority and adults on a safeguarding plan)

Attend safeguarding meetings and training

Make sure relevent policies are being followed eg following up child not brought protocol

Support subject access requests

Help manage risks of enhanced patient access to online records by checking consultations and documents are both safeguarding safe and invisible

Support the registration process fo children looked after and other vulnerable patients for example by developing relevant SOP

Support audit or quality improvement initiatives

Ensure that safeguarding alerts are present on the notes and maintained

Liase with safeguarding leaders to identify, recommend and implement process improvements.

Adapting and putting a process in place for new services

Raising anomolies between the practice and Social Services over patient details etc

Ensure records of newborns who were cause for concern are updated with relevant documents