FELLVIEW HEATHCARE LIMITED. MEDICAL SECRETARY 25HRS/WEEK Beech House, Egremont

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1 FELLVIEW HEATHCARE LIMITED MEDICAL SECRETARY 25HRS/WEEK Beech House, Egremont We are looking for an experienced, highly motivated medical secretary. Hours will be spread over three days (Tues, Thurs and Friday (one week), Monday, Wednesday, Thursday (2 nd week). Salary scale: 15,448-17,935 (pro-rata), dependent upon experience. Please see Practice web site ( for an Application Form and Job Description. Only completed Application Forms will be accepted Closing Date: Wednesday, 31 December 2014 (noon) Only those offered interviews will be contacted

2 JOB DESCRIPTION MEDICAL SECRETARY FELLVIEW HEALTHCARE LIMITED Fellview Healthcare Limited is an amalgamation of Flatt Walks Health Centre, Whitehaven and Beech House Group Practice, Egremont. We also operate the Cleator Moor Health Centre and our surgery at Griffin Close, Frizington. The practice consists of 11 GP s caring for approximately 22,000 patients. The Practice offers a wide range of services to its patients. The practice uses the clinical system Emis Web. BACKGROUND We are looking for an experienced secretary (preferably with medical training) to join our team at Beech House, Egremont. You will be working alongside another secretary. You will work on a rota system, one week working Tuesday, Thursday and Friday and one week working Monday, Wednesday and Thursday. You will be expected to work full-time (Mon-Friday) when you colleague is on annual leave or sickness absence. JOB POSITION: HOURS: REPORTS TO: LOCATION: SALARY: Medical Secretary 25hrs/wk Branch Manager Beech House, Egremont 15,448-17,935 (pro-rata), dependent upon experience JOB DUTIES/RESPONSIBILITIES REFERRALS Referral Letters: To prioritise and type all referral letters in line with the deadlines in the Choose and Book DES, ensure those referral letters are electronically filed in the patients medical record and ensure that all referrals are directed to the appropriate department either via fax, or post. 2-Week Cancer Referrals: To ensure that all referrals are typed on the appropriate forms, faxed to CIC and submitted within 24hours. All faxes to be recorded recorded in the outgoing fax book and to ensure that the hospital confirm that the referral letter has been received. Breast referrals should be submitted through Choose and Book.

3 Referral Management: To ensure that all referrals are logged onto the Excel system thus enabling cross reference as to whether the referral has been forwarded to the correct department and by which GP. Private/Out of Area Referrals: To liaise with the GP, PCT and other external agencies to source information on procedure for out-of-area/private referral including cost of procedure, name of consultant/hospital, waiting time etc. so that referral can be directed quickly and efficiently. Coding: This is to ensure that all referrals are coded in order that the practice receives its DES payments. This coding includes forms which require photocopying, scanning and coding onto the system. CHOOSE AND BOOK SYSTEM To use the Choose and Book system as outlined in the Choice and Booking DES. To ensure that referrals through the Choose and Book system are typed and attached within the deadlines outlined in the Choice and Booking DES. To send the patient details about the Choose and Book system including the patient s UBRN number/password, and details on how to contact the service and book an appointment. To keep up to date with changes/amendments within the Choose and Book system ensuring that referral letters are directed appropriately and the correct procedures followed. To ensure that patient queries received throughout the day are dealt with efficiently and effectively. Ensure that paperwork (i.e. that relevant to patients who have made their own appointments, patients on TALS, and patients who have to contact the secretary to make appointments) are updated and discarded when action is completed. The Choose and Book telephone line is open for an hour each day so that secretaries can contact patients to book appointments. If the patient is unavailable, the secretary will either send out an appointment by letter or put the patient on the TALS system. OTHER DUTIES Practice Notes: Dealing with practice notes forwarded from the GP s including chasing up appointments/results and asking the patient to attend surgery etc. Physiotherapy Referrals: Code and send all referrals for physiotherapy. All referrals should be logged on the system in line with CIM s guidelines Medical Reports: Typing of medical reports (i.e. Occupational Health, CAB etc.) and invoicing the agencies as required.

4 Ionisation Medicals: The practice undertakes medicals for companies working within the active area at Sellafield. The secretaries will collate all the information for the medicals and input the information into an excel spreadsheet (this gives the practice information on the number of medicals, broken down by Company and GP). The secretaries will invoice the Companies and monitor payments to ensure all invoices are paid. Any unpaid invoices will be followed-up with reminders. Ionisation Returns: The Health and Safety Executive require an annual return on the number of ionisation medicals performed by Beech House. (The figures are required each financial year April to March and are given for each individual GP who undertakes medicals). This information is obtained from the excel spreadsheet and is required by the middle of May each year. CIM s: The Secretaries are responsible for entering referral management data onto the CIM s excel spreadsheet. This data is required as part of the Referral Management LES. The data gives a breakdown on the number of referrals by speciality and by individual GP and is used by the locality to look at referral trends. This work will only continue until the end of the Referral LES. Primary Health Care Team Meetings: To ensure that the minutes of the weekly meeting are typed, checked and distributed via to all team members. To ensure a hard copy is kept on file. General Typing: To provide a general typing service to other members of the primary health care team including minutes, appointments, sending out prescriptions etc. Patient Queries: To deal with any patient queries regarding their outpatient appointments or to direct the patient to the appropriate department. Training: To train and update other members of the admin team on any changes in referral pathways, and/or new booking/appointments systems. Daily Post: To frank all GPO mail, ensuring that it is logged in the book and posted at the end of the working day. Other Duties: As well as the above, you will be expected to perform additional duties as designated by the Manager, Administration.

5 3 REPORTING LINE Partners of the Practice Branch Manager Medical Secretaries Clerical Staff 4 HOURS/WEEK 25 hours per week ANNUAL LEAVE 4 weeks annual leave (pro-rata) Eligible to join NHS Pension Scheme Post is subject to a six-month probationary period.

6 PERSON SPECIFICATION MEDICAL SECRETARY ESSENTIAL QUALITIES Accurate Typing/Word Processing skills (RSA III standard) Knowledge of Microsoft Office, , internet, excel spreadsheets Excellent communication skills (both written and verbal) Ability to prioritise and organise own workload Ability to handle difficult situations in a calm, efficient and sympathetic manner Flexible approach to work Ability to work alone or as part of a team Smart appearance DESIRABLE QUALITIES Medical Secretary experience Audio medical skills Understanding of Medical Terminology

7 INDUCTION PROGRAMME FOR NON-CLINICAL STAFF Background Prior to any new member of staff joining the practice the following documents need to be signed/completed: Contract of Employment Contact Form Work Permit If non-british citizen Bank Details Form NHS Pension either Joiner Form or Opt Out Form Induction Programme Each new member of staff will meet with Practice Manager (HR) before commencing employment within the Practice. This meeting will confirm that all of the above documentation has been complete. The Practice Manager will give the new employee a tour of the building, including fire exits, and an introduction to staff working on that day. The new employee will then undergo IT training as follows:- IT Training Training on Emis Web specific to Job Role Blue Stream e-learning Employee will be given log on details and a list of training that has to be complete within the next 12 months. The employee will complete the following training before commencing his/her duties:- Complaints Customer Care Fire Safety Health and Safety Infection Control (Non-clinical) Information Governance Safeguarding Following completion of the IT training, the IT Manager will sign off the Emis training to ensure the employee has understood what has been taught. The employee will then report to his/her line manager for on-the-job training.

8 RECRUITMENT POLICY

9 RECRUITMENT POLICY Introduction This Policy sets out the process to be followed in the recruitment of all staff. The Company s recruitment of staff will be based on equality in all aspects of employment, including recruitment and promotion and will strive to act fairly and prevent any discrimination on the grounds of sex, age, disability, race, nationality, ethnic or national origin, gender, religion, beliefs, sexual orientation, domestic circumstances, social and employment status, HIV status, political affiliation, trade union membership or gender reassignment. It is anticipated that most vacancies will be advertised and filled locally although for more specialist disciplines the Company may use publications/periodicals which may be accessed overseas via the internet. Vacancies will be advertised on the practice intranet (for internal staff) and on the practice website (external candidates). The Company does not intend to recruit from overseas or to use a recruiting agency. Applicability The Policy applies to all employees involved in recruitment, and applies to recruitment for new posts and replacement staff, applies for permanent, fixed term or temporary contracts, and applies to both full-time and part-time posts. The Policy The Company will select the successful candidate on the basis of the best person for the job. The Company will invest time and care in the selection process to give all candidates the initial opportunity to progress equally through the recruitment process. The Company will ensure that its recruitment process is free from discrimination. The Company may look internally to fill a new post providing that the person specification and duties/responsibilities can be fulfilled by an existing member of staff and providing other staff have the ability to work flexibly where appropriate and adjust to changing circumstances. Only completed application forms will be used for shortlisting of vacancies. Only those invited for interview will be contacted. (This will be clearly stated in advertisements).

10 The Procedure The following procedure will be adopted for all recruitment campaigns: Preparation of a Job Description for the vacancy. Discussion of the Job Description with the outgoing job holder. Agreement of the Job Description by the Manager and the immediate supervisor. Preparation of a person specification. Preparation of an information pack for issue to candidates. Briefing for staff on the handling of enquiries, with basic background and procedural information. Preparation of an initial candidate scoring document (see attached). Agreement of an advertisement with Manager/Supervisor. (Only those invited for interview will be contacted and this will be clearly stated in the advertisement). Advertising for a number of weeks (dependent upon the job and urgency for replacement). Handling of enquiries (logging of all enquiries/posting of all requests for information pack). Issue of information packs and/or job application forms. Receipt of applications Scoring and selection of candidates for interview. Issue of written interview invitations. Interviewing by selected panel (panel will be dependent upon job being advertised but may include Partner(s)/Manager/Line Supervisor). Proof of qualifications, membership of professional organisations will be requested at interview. Selecting or re-interviews. Verbally offer of the job subject to the receipt of satisfactory references and in the case of clinical staff evidence of professional registration and indemnity. (Ask for authority to approach referees). All new clinical recruits will also be subject to DBS checks. Confirm immediately in writing with sample contract with outline details of terms and conditions. Include target start date.

11 Take references/medicals/proof of registration and indemnity/dbs check. Letters will be sent to referees (see attached) asking for a reference in writing. If this is not possible, then referees will be contacted by telephone. New recruits who will be involved in undertaking or assisting in exposure prone procedures (EPP) will be subject to pre-employment BBV and Hepatitis B checks and ongoing screening. Consent will be obtained from new recruits for the screening process. If new recruits do not give consent then this may result in them being unable to carry out the duties of the post they applied for and the Company may withdraw the offer of employment. They may get their blood tests done at their own GP with the results copied to the Company or at the Company and have their results copied to their own GP. When satisfactory references/medicals and other documentation have been received, confirm to candidate that the job offer is firm and unconditional. Agree start date. Advise unsuccessful interviewees with individual letter All new recruits will not begin work with the organisation until they have signed and returned their Contract of Employment and the Staff Handbook. All new staff will have an induction course which will be based on their duties and responsibilities. On their first day of work they will meet with the Practice Manager responsible for HR who will discuss the following topics:- Contract of Employment/Staff Handbook Job Description Probationary Period Layout of the Building Fire Drill Health and Safety Induction Training New recruits will then be introduced to their supervisor/manager who will be responsibility for introducing them to their colleagues, their areas of responsibilities and what is expected to be covered during their period of induction All new recruits will undergo induction training on the clinical system and will be issued with log on details and passwords. SAFER RECRUITING

12 To ensure safer recruitment of staff, the practice will ensure the following guidelines are followed: 1 Application forms will only be used in the selection process. 2 Job Descriptions and Person Specifications will be written for each role. Applicants will be matched against these. 3 Proof of qualifications, membership of professional organisations will be requested at interview. 4 Two references will be taken for each new member of staff. References will be requested by letter. One of the referees MUST BE THEIR PRESENT EMPLOYER. Referees will be asked about the applicant s suitability to work with children. 5 Clinical staff will be subject to satisfactory DBS check, HEP B, BBV checks prior to employment. 6 All staff will have an induction course which will cover Safeguarding.