Secretary /Administrator

We are seeking a dedicated and organised Secretary/Administrator to join our team at Hedena Health to provide secretarial and administrative support to all members of the practice teams.

Main duties of the job

The primary objective is to provide secretarial and administrative support to all members of the practice teams at Hedena Health including Branch Surgeries and to coordinate and maintain an effective and efficient referral service to support patients and the clinical team.

About us

Are you looking to join a progressive, thriving organisation at the forefront of providing high quality patient centric care in Oxford?

Would you like to work for an organisation that genuinely cares for its staff as well as its patients?

With 26,000 patients, Hedena Health is one of Oxford's largest providers of Primary Healthcare services. From 2 sites in the Headington area, we run team based care, to ensure the best for our patients.

Work life balance is incredibly important to us. We are a training practice and therefore focus on teamwork and training, with a monthly half day training curriculum and annual staff Away Day in which we often focus on wellbeing. As well as fresh fruit being provided for staff, homemade cakes and goodies are a staple in our staff room! In our recent employee satisfaction survey, 95% of our respondents agreed that Hedena is a great place to work!

Job responsibilities

Main Duties and Responsibilities:

• Lexacom transcription (audio typing of referrals, patient letters, medical reports, coroner reports, solicitor reports, retinal screening), Secretaries EMIS Patient Tasks
• Secretaries Outlook Emails
• Secretaries Docman Workflow
• Process NHS e referrals (choose and book) to facilitate patient secondary care appointments + advice and guidance with specialities i.e. ENT Berkshire, Rheumatology, Dermatology, Endocrinology etc
• Ensure referral read codes are added to patient referrals on EMIS and link document
• Telephone liaison, responding to patient and secondary care services relating to referrals
• Process Email advice and monitor responses, ensuring data filed to patient notes
• Manage referral templates/proformas, ensuring completed correctly by clinicians
• Chase up missing reports, secondary care correspondence, results of investigations, and appointments relating to patient referrals
• Manage NHS Right to Choose Referrals for ADHD and Autism assessments
• Case notes access requests for clinical and non clinical staff and assist with access to missing data for clinical staff
• Manage NHS e referrals work list (cancelled/rejected appointments/outstanding letters/triage responses/2 week reports/Advice & Guidance requests and responses)
• Upload digital photos relating to referrals/emails for advice to patient notes
• Scan documents to patient notes to accompany patient letters (ad hoc)
• AccuRx triage, adding contact details for service providers and action secretaries inbox from triage
• ICE community phlebotomy referrals, check requests & hospital appointments
• EMIS appointments patient appts + adding to Acute Triage & Pharmacist triage
• EMIS All Records View outside organisation information tracking of consultations/corres
• Cerner Portal hospital appointments/correspondence/investigations
• Minute clinical meetings as required Palliative Care
• Bereavement Protocol - secretaries

Other:

• Log all outgoing correspondence managed by secretarial team on Excel spreadsheet
• Upload referral data to AccuRx and Practice Index (practice intranet)
• Contacts update contacts on Excel spreadsheet and AccuRx
• Filing, Photocopying and file management
• Any other task reasonably delegated and considered appropriate to the post.

Person Specification Experience

• N/A
• N/A

Qualifications

• N/A
• N/A

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.