Secretary/ PA to GPs (General Admin Team) inWallington inWallington PUBLISHED THU 21 NOV 2024

Shotfield Medical Practice is a busy practice of approximately 13000 patients across Wallington and some of Sutton, Carshalton and Beddington.

To run smoothly we are looking for a secretary/PA to GPs in our General Admin Team. You need to be a great communicator, be able to work effectively in a team, be flexible in your approach to your working day. It is very busy here. Do you enjoy helping people and have great eye for detail? The post is varied and demanding but this can come with great sense of achievement, you need to be comfortable with IT, speaking to patients and healthcare professionals on the phone, know and understand your boundaries of working in a healthcare setting.

Purpose of the Post

To provide a general administration service to the GPs, locums and nursing team as required. To work as part of the overall team to deliver high quality primary care services to the registered population of the practice.

About us

Key Result Areas/ Principal Responsibilities

• Receiving and dealing with incoming calls to the doctor from patients, taking messages and answering queries where appropriate
• Assessing the requirements of patients, deciding on appropriate action required
• Providing information, redirecting patients to other services and seeking information from the relevant clinician if required
• Recording messages, clinical and non-clinical information and results for the doctor, ensuring accuracy and timely action taken
• Dealing with requests for home visits, taking relevant information from the caller, assessing the urgency of requests and ensuring appropriate priority is allocated in line with procedure
• Offering a chaperone service to the clinicians as required
• Communicating with hospital departments, Consultants, junior doctors, on-call teams and secretarial staff to help resolve patient queries
• Dealing with information requests from insurance companies, government agencies, solicitors, employers and others. Receiving requests, ensuring appropriate patient consent is provided, preparing computer database report for presentation to GP
• Photocopying medical records, issuing invoices and receiving payments for completed reports and chasing late payment
• Dealing with patient requests for transport to hospital appointments, assessing the transport needs of patients against criteria and arranging appropriate transport
• Generating repeat prescriptions in line with practice procedures, adding, amending and deleting repeat medications as authorised by the GP (usually only in the absence of the prescribing clerk staff)
• Ensuring that required clinical checks and tests are up to date, that patient compliance is in line with expected range, advising patients of any checks or tests required and making arrangements for these to be done, referring exceptions identified to GP for action
• Liaison with other clinical service providers, including district nurses, health visitors, community nurses, social services, community mental health team, child protection team, other GP practices and other external agencies as required
• Opening, receipting and dealing with the daily incoming mail, actioning in-line with practice procedures, directing post as appropriate
• Extracting and inputting relevant clinical information from incoming correspondence, entering data to the computer database ensuring correct coding to maximise financial targets as directed by the relevant clinician
• Dealing with incoming medical records, acknowledging computerised receipt, passing records for summarising within agreed timescale, collating new records prior to summarising
• Processing amendments and deductions via GP links, preparing summaries and copy items for those being removed before sending to the PCSE
• Addressing the FP69 notifications, contacting patients to clarify correct contact details as required and actioning ID items as requested
• Receiving electronic OOH notifications and processing information as required, inputting relevant items to patient records and passing urgent items within the GP workflow if deemed necessary
• Attending practice and staff meetings as required, attending practice away days and training events
• Participating in the induction of new staff and providing support to other staff members requiring assistance
• Using Docman, filing, coding and distribution as required
• Using and Ardens and AccuRx, as required

Any other duties considered appropriate to the post at the absolute discretion of the practice manager, their deputy or a GP partner