/ BROCKWOOD MEDICAL PRACTICE
Dr J D Richards
Dr J R Thompson
Dr L E Rawson
Dr T A Sevenoaks
Dr R P Gupta

Practice SecretaryJob Description

Job Title: / Practice Secretary
Reporting to: / Partners, Practice Manager, Deputy Practice Manager
Overall responsibilities / To provide a comprehensive and effective secretarial, administrative and organisational service to all GP’s and nurses.
Type of position: /  Part-time / Hours:
oBJECTIVES:
To provide and maintain efficient secretarial and administrative standards to ensure the highest patient service.
KEY AREAS OF RESPONSIBILITY
  1. Communication
  2. Filing and Administration
  3. Legal
  4. Housekeeping
  5. Personnel
  6. Other
WORKING CONDITIONS
  • Office based – travelling to all surgeries required – Brockham, North HolmwoodNewdigate, although mainly based at Brockham Surgery.
  • Training must be undertaken willingly
  • Non-smoking environment
  • Uniform/dress code
  1. Communication:
Performance will be satisfactory when:
  • Able to operate Crescendo digital dictation system.
  • Specialist knowledge and proficiency in the use and understanding of medical terminology is demonstrated.
  • Proficient in the use of Microsoft Office to include Word, Excel, Publisher and Outlook.
  • Access and use NHS email
  • Operate without supervision using own initiative whilst working to deadlines and prioritising workload.
  • Prioritise correspondence and initiate appropriate actions.
  • Communicate in all forms at all levels promptly and satisfactorily.
  • Answering the phone, answering queries and using own initiative to provide correct information and a service to the patient.
  • A helpful and courteous manner is evident.
  • Confidentiality clauses in the contract are adhered to.
  • Non clinical patient care, i.e. dealing with requests for information, test results, requests to speak with clinical staff are dealt with promptly and efficiently.
  • Patients have easy access to any relevant leaflets, support groups, carers, PPG, associations etc.
  • All patient interactions are dealt with confidentially and any confidential paperwork is dealt with in accordance with practice protocol.
  • All queries and requests for assistance from patients and other visitors to the practice are handled promptly and appropriately.
  • Understand how to handle a patient complaint and the practice process for this.
  • Operate and communicate effectively with other team members.
  1. Filing and Administration:
Performance will be satisfactory when:
  • Good organisation skills are demonstrated.
  • All paperwork relating to insurance forms is completed within the required timeframe.
  • Referral letters, forms and other correspondence are emailed or faxed as required.
  • Knowledge of which referrals need to be sent through to the RSS (Referral Support Service) and sending them through the NHS e-referral system.
  • Urgent TWR (two week rule) correspondence and referrals are dealt with.
  • Urgent correspondence is given to a GP on the day that it comes into the practice.
  • Specialist clinics are organised and logged – minor op clinics and contraceptive coil clinics.
  • Practice booklet/leaflet is kept regularly up to date.
  • Regular newsletters are provided for the patients and the website.
  • Drafting letters, signs and posters are accurately produced.
  • Able to operate the photocopier, printers and fax equipment.
  • All relevant steps are taken to sign off the computer whenever the workstation is left unattended, in line with practice protocol.
  • Become familiar with the practice intranet.
  1. Legal:
Performance will be satisfactory when:
  • Patient confidentiality is maintained at all times.
  • Emergency situations are dealt with efficiently.
  • Knowledge of where the emergency equipment is held at each site.
  • Health and safety regulations are adhered to including identifying the risks involved in work activities and understanding such activities in a way that manages those risks and reporting potential risks identified.
  • Practice regulations and policies are adhered to.
  • All paths and floor areas to include doorways are kept free of all obstructions at all times, to include ice, snow and other hazards.
  • All plug covers are in place at all times, floors are free of litter. Any spillages (including any body fluids) are to be cleared up immediately using the correct guidelines/procedures.
  1. Housekeeping
Performance will be satisfactory when:
  • All workstations are left clean, tidy and clutter free.
  • Desk and workstation area is kept clean and tidy at all times.
  • The practice is kept clean and tidy at all times after use including the kitchen area i.e. foodstuffs are packed away and crockery is washed up.
  1. Personnel
Performance will be satisfactory when:
  • Good time management is demonstrated.
  • Able to stay calm and tactful under pressure.
  • Leave and holiday requests are filled out and submitted to the practice manager at least one month prior to the first day of leave.
  • Cover is provided for other members of staff during sick and annual leave.
  • Sick absence must be notified directly to either the practice manager or deputy practice manager first thing in the morning
  • Return to work forms after sick leave are filled out on the first day of return.
  • Appraisal forms are filled out promptly and submitted to the practice manager.
  1. Other
Performance will be satisfactory when:
  • Staff attend all meetings when requested promptly and carry out subsequent actions.
  • All requests from senior staff are complied with.
  • Training and other development is undertaken willingly (this may involve travel away from the practice).

Systems Used:
TPP SystmOne - Clinical record and appointment system
Microsoft Office - Word-word processing, Excel-spreadsheet, PowerPoint, Publisher
NHSmail – email
Crescendo – digital dictation
NHS E-referral
The duties set out in this job description are not exhaustive. The job holder undertakes to perform willingly any other duties which may be required from time to time as operationally necessary.

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Brockwood Medical Practice – The Surgery, Tanners Meadow, Brockham, Surrey, RH3 7NJ
Tel: 01737 843259 Fax: 01737 845184

North Holmwood Surgery – Tel: 01306 885802

Newdigate Surgery – Tel: 01306 631242

Email: