Secretary inPlymouth inPlymouth PUBLISHED MON 4 NOV 2024

We are looking to recruit both a full time and a part-time Secretary to work within our Mayflower group surgeries. This can be remote from one of our other sites across the country, or from within the sites at Mayflower.

You must have previous secretarial work experience, and audio typing to apply for this position.

The Secretary plays a vital role in managing and coordinating patient referrals, ensuring efficient operation of referral systems, and supporting patient interactions related to referrals. This role is critical in facilitating the seamless integration of clinical care pathways with administrative processes, significantly impacting patient care delivery and coordination.

Key responsibilities include meticulous management of referral entries, timely updating of referral statuses, and handling all correspondence related to patient referrals. The Secretary will ensure that all referral processes are compliant with healthcare standards and will assist in streamlining these processes to enhance patient satisfaction. This role demands a high level of accuracy, excellent organisational skills, and effective communication abilities to manage interactions with both healthcare professionals and patients efficiently.

Due to our surgeries being spread around the country, we are open to applications from areas close to our other sites in Gateshead, Burnley, Leeds, Barnstaple and Exeter.

You must have previous Secretarial experience, and audio typing qualifications, and skills to apply for this position.

Other duties will include:

Referral Management:

Referral Coordination

System Management

Documentation:

Patient Communication

Patient Interaction

Information Verification

Clerical Tasks

Report Preparation

Meeting Coordination

Summarisation

eConsultations:

Any other administrative work as required

Internal Liaison

integrated smoothly across the practice.

External Communication

Process Improvement

About us

Role duties

Referral Management:

Referral Coordination: Oversee and manage the referral process from initiation to completion. Ensure referrals are processed promptly and accurately, coordinating with healthcare providers, patients, and insurance companies as necessary.

System Management: Maintain and update referral systems to ensure they are efficient and up to date. Monitor the system regularly to identify and resolve any issues quickly.

Documentation: Handle all administrative aspects of referrals, including typing referrals, managing correspondence, and keeping detailed records of all referral actions and outcomes.

Patient Communication:

Patient Interaction: Serve as the first point of contact for patients regarding referrals. Provide patients with updates, answer their queries, and guide them through the referral process to ensure a smooth and understandable journey.

Information Verification: Confirm patient details, insurance information, and referral requirements to prevent any discrepancies that could delay care.

Administrative Support:

Clerical Tasks: Perform a variety of clerical duties including filing, photocopying, and organising documents related to patient referrals.

Report Preparation: Prepare accurate reports on referral statuses and outcomes for the Assistant Practice Manager to review. These reports are essential for monitoring performance and making improvements.

Meeting Coordination: Schedule and Organise meetings related to referral processes, ensuring all relevant parties are informed and prepared.

Summarisation: Summarisation of medical records, and processing receipt and dispatch of medical records.

eConsultations: Process eConsultations received if required.

Miscellaneous: Any other administrative work as required.

Communication and Coordination:

Internal Liaison: Act as a liaison between different departments to ensure referral processes are integrated smoothly across the practice.

External Communication: Manage communications with external entities such as other healthcare facilities, specialists, and insurance companies to facilitate efficient referral processes.

Quality Control:

Process Improvement: Continually assess and improve the referral processes. Implement changes to enhance accuracy, efficiency, and patient satisfaction.

Compliance: Ensure all referral activities comply with healthcare regulations and internal policies. Participate in audits and compliance reviews as required.

Miscellaneous:

The Practice recognises that the role above is wide and varied is evolving in nature. Therefore, this job description is not intended to be exhaustive and there will be other tasks and duties that the post holder will be expected to perform within what is ordinarily expected of this role.