Patient Service Advisor (Medical Secretary & Receptionist)

Patient Service Advisor (Medical Secretary & Receptionist)

To be responsible for undertaking a wide range of secretarial andadministrative duties and the provision of administrative support to the multidisciplinary team.

Duties can include, but are not limited to, theprocessing of information (electronic and hard copy) in a timely manner,liaising with multidisciplinary team members and external agencies such assecondary care and community service providers in accordance with current policies,including the use of the electronic referral service (ERS).

Main duties of the job

• Typingletters, reports and associated documentation as required
• Liaisingwith external agencies such as hospitals and community services, ensuringreferrals are processed efficiently
• Managingall enquiries in an effective manner
• Actioningall incoming email
• Processingcalling letters as requested
• Scanningpatient related documentation and attaching scanned documents to patientshealthcare records
• Inputtingdata into the patients healthcare records as necessary
• Processingreferrals using the electronic referral system (ERS)
• Processingrequests for information i.e., SAR, insurance/solicitors letters and DVLAforms
• Codingdata on the clinical IT system
• Answeringincoming phone calls, transferring calls or dealing with the callers requestappropriately
• Managingall administrative queries as necessary
• Carryingout system searches as requested
• Supporting allclinical staff with general administrative tasks as requested

About us

We are a large, dynamic, friendly practice of circa 24,000 patients with a focus on clinical excellence and engagement with the modern NHS. Being located adjacent to the University of Leicester we do have a large student population. We are looking for individuals who are interested in providing an efficient and helpful service to our patients.

Job responsibilities

Patient Service Advisor

Responsible to:

Job Summary:

To be responsible for undertaking a wide range of secretarial andadministrative duties and the provision of administrative support to themultidisciplinary team.

Duties can include, but are not limited to, theprocessing of information (electronic and hard copy) in a timely manner,liaising with multidisciplinary team members and external agencies such assecondary care and community service providers in accordance with current policies,including the use of the electronic referral service (ERS).

Key Responsibilities/Accountabilities: Specific Duties

• Typingletters, reports and associated documentation as required
• Liaisingwith external agencies such as hospitals and community services, ensuringreferrals are processed efficiently
• Managingall enquiries in an effective manner
• Actioningall incoming email
• Processingcalling letters as requested
• Scanningpatient related documentation and attaching scanned documents to patientshealthcare records
• Inputtingdata into the patients healthcare records as necessary
• Processingreferrals using the electronic referral system (ERS)
• Processingrequests for information i.e., SAR, insurance/solicitors letters and DVLAforms
• Codingdata on the clinical IT system
• Answeringincoming phone calls, transferring calls or dealing with the callers requestappropriately
• Managingall administrative queries as necessary
• Carryingout system searches as requested
• Supporting allclinical staff with general administrative tasks as requested

Quality & Confidentiality

Quality:

The post-holder will strive to maintain quality within the Practice, and will:

• ensure information and documentation is accurate;
• alert the management team to issues of risk;
• assess own performance and take accountability for own actions, either directly or under supervision;
• contribute to the effectiveness of the team by reflecting own and team activities and making suggestions on ways to improve and enhance the teams performance; and
• manage own time, workload and resources

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 Practices Health & Safety Policy, to include:

• 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;
• reporting incidents and accidents;
• ensuring correct PPE is worn for the appropriate task;
• ensuring all areas are tidy and free from hazards;
• carrying out regular housekeeping; and
• ensuring manual handling and lifting techniques are used.
• Personal/Professional Development:
• The post-holder will participate in any training offered and take personal responsibility for developing their knowledge, techniques and skills.
• Communication:
• The post-holder should recognise the importance of effective communication within the team and will strive to:
• establish and maintain effective working relationships with co-workers, patients and carers;
• recognise peoples needs for alternative methods of communication and respond accordingly;

This role profile is not exhaustive; it will be subject to periodic review and may be amended to meet the changing needs of the business. The post holder will be expected to participate in this process and we would aim to reach agreement to the changes.

The post holder is required to respect the confidentiality of all matters that they might learn in the course of their employment. The post holder must respect the requirements set out in the Data Protection Act 2018

Person Specification Qualifications

• GSCE grades A-C in English & Maths Good keyboard and computer skills
• tenacious with an eye for detail;
• A strong customer service ethic and skills;
• A friendly can do attitude
• Mature, empathetic nature
• be professional, friendly and tactful
• Ability to work under pressure
• Well organised with the ability to multi-task
• Experience of working in a healthcare setting as a medical secretary
• Processing referrals using the electronic referral system (ERS)
• Knowledge of Medical Terminology
• Experience with SystmOne

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.