• Job Description

  Req#: M0044-24-0252?language=en&page=42&sort=publicationDateDesc

  Job summary

  We are recruiting for a Part-time role which will involve Secretarial work and Administration. We are Ideally looking for some body that can work 2 days per week, but flexible enough to cover more days if required when the Practice Secretary is on Annual leave.

  Ideally the candidate will have some secretarial experience or something similar. The candidate will need to be able type quickly and accurately. They will also need excellent spelling and Grammar to ensure that typed referral Letters are Professional. Full training will be provided for the right person.

  Main duties of the job

  This is a new Role. We envisage that 1 day per week will be spent doing Secretarial work and the second day will be spent as a Workflow administrator. The candidate will need to be flexible in their approach depending on the Practice needs.

  Full training and shadowing will be provided for both jobs.

  About us

  We are a Teaching Practice based in Church Village, Pontypridd. We have 2 other sites located in Beddau and Creigiau. We have a Patient size of approx. 17,200. We operate a telephone triage and econsult system. We are a very friendly and welcoming Practice

  Date posted

  20 August 2024

  Pay scheme

  Other

  Salary

  £12 an hour

  Contract

  Permanent

  Working pattern

  Part-time, Flexible working

  Reference number

  M0044-24-0252

  Job locations

  Parc Canol Group Practice

  Central Park, Church Village

  Pontypridd

  Rhondda Cynon Taff

  CF38 1RJ

  
  

  Job description

  Job responsibilities

  Job summary: Secretary

  Process NHS and private patient referrals and clinical letters in a timely, efficient and accurate manner.

  Deal with queries from patients regarding referrals and appointments and liaise as necessary with other health professionals to resolve queries. Process outgoing post on a timely basis. Provide assistance as required to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

  Job responsibilities:

  • Process dictated referrals and letters on a daily basis prioritising them in line with their assigned priority

  • Submit referrals as required, electronically or by fax or post

  • Deal with patient telephone or face to face queries regarding referrals

  • Ensure that details of referrals and patient communication is documented accurately in patients medical records

  • Maintain up to date details of referral pathways, forms and templates

  • Follow-up appointments for patients referred for urgent suspected cancer to ensure that they are seen within an acceptable timeframe

  • Liaise with other members of the team to ensure that cover is in place for any absence and that staff covering are trained in any new processes or referral pathways

  • Process outgoing post on a daily basis

  • Carry out any other administrative work as requested

  Job summary: Workflow Administrator

  The job entails producing digital copies of clinical documents for retention purposes. These documents are external correspondence received from hospital and other healthcare organisations and relate to patients healthcare and treatment. The documents must be scanned onto the patients medical records. Hard copies of the correspondence, which has been scanned, are subsequently destroyed and it is therefore essential to ensure that the scanned documents are accurate and of the highest quality possible so that they are legible.

  In addition, the job holder is responsible for coding clinical information from the correspondence to patients medical records in accordance with a guidance framework specified by the GP partners.

  Job responsibilities:

  • open post received from hospitals and other healthcare providers and prioritise in accordance with practice guidelines for scanning

  • follow established guidelines and procedures for receiving and scanning patient documents

  • follow verbal and written instructions to produce accurate scanned documents

  • code documents using appropriate Read codes and according to practice procedures and determine the appropriate process to apply to each document e.g. workflow to a GP, pharmacist or code appropriately

  • ensure that the operation of the scanning equipment is correct (cleaning and calibration of scanners and associated equipment)

  • ensure adequate stock control of consumables to meet requirements

  • ensure that scanned documents are checked according to quality and accuracy during scanning

  • process any required corrections to scanned documents (e.g. correction of documents scanned to the wrong patients record)

  • process documents, which have been scanned, for destruction according to practice policy

  • Work in accordance with written protocols

  • Any other tasks allocated by managers

  Flexibility:

  The job description is intended to provide a broad outline of the main role responsibilities. The post holder will need to be flexible to accommodate development of the role and to undertake other appropriate tasks as requested.

  Job description

  Job responsibilities

  Job summary: Secretary

  Process NHS and private patient referrals and clinical letters in a timely, efficient and accurate manner.

  Deal with queries from patients regarding referrals and appointments and liaise as necessary with other health professionals to resolve queries. Process outgoing post on a timely basis. Provide assistance as required to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

  Job responsibilities:

  • Process dictated referrals and letters on a daily basis prioritising them in line with their assigned priority

  • Submit referrals as required, electronically or by fax or post

  • Deal with patient telephone or face to face queries regarding referrals

  • Ensure that details of referrals and patient communication is documented accurately in patients medical records

  • Maintain up to date details of referral pathways, forms and templates

  • Follow-up appointments for patients referred for urgent suspected cancer to ensure that they are seen within an acceptable timeframe

  • Liaise with other members of the team to ensure that cover is in place for any absence and that staff covering are trained in any new processes or referral pathways

  • Process outgoing post on a daily basis

  • Carry out any other administrative work as requested

  Job summary: Workflow Administrator

  The job entails producing digital copies of clinical documents for retention purposes. These documents are external correspondence received from hospital and other healthcare organisations and relate to patients healthcare and treatment. The documents must be scanned onto the patients medical records. Hard copies of the correspondence, which has been scanned, are subsequently destroyed and it is therefore essential to ensure that the scanned documents are accurate and of the highest quality possible so that they are legible.

  In addition, the job holder is responsible for coding clinical information from the correspondence to patients medical records in accordance with a guidance framework specified by the GP partners.

  Job responsibilities:

  • open post received from hospitals and other healthcare providers and prioritise in accordance with practice guidelines for scanning

  • follow established guidelines and procedures for receiving and scanning patient documents

  • follow verbal and written instructions to produce accurate scanned documents

  • code documents using appropriate Read codes and according to practice procedures and determine the appropriate process to apply to each document e.g. workflow to a GP, pharmacist or code appropriately

  • ensure that the operation of the scanning equipment is correct (cleaning and calibration of scanners and associated equipment)

  • ensure adequate stock control of consumables to meet requirements

  • ensure that scanned documents are checked according to quality and accuracy during scanning

  • process any required corrections to scanned documents (e.g. correction of documents scanned to the wrong patients record)

  • process documents, which have been scanned, for destruction according to practice policy

  • Work in accordance with written protocols

  • Any other tasks allocated by managers

  Flexibility:

  The job description is intended to provide a broad outline of the main role responsibilities. The post holder will need to be flexible to accommodate development of the role and to undertake other appropriate tasks as requested.

  Person Specification

  Qualifications

  Essential

  • GCSE grade C or above in English Language

  Desirable

  • Secretarial qualification
  • Administrator qualification

  Experience

  Essential

  • Experience of working on your own and within a team.

  Desirable

  • Previous Experience of Admin
  • Previous Experience of typing
  • experience of medical terminology
  • GP Surgery experience

  Person Specification

  Qualifications

  Essential

  • GCSE grade C or above in English Language

  Desirable

  • Secretarial qualification
  • Administrator qualification

  Experience

  Essential

  • Experience of working on your own and within a team.

  Desirable

  • Previous Experience of Admin
  • Previous Experience of typing
  • experience of medical terminology
  • GP Surgery experience

  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.

  Certificate of Sponsorship

  Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

  From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

  Additional information

  Certificate of Sponsorship

  Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

  From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

  Employer details

  Employer name

  GP Practice in Wales

  Address

  Parc Canol Group Practice

  Central Park, Church Village

  Pontypridd

  Rhondda Cynon Taff

  CF38 1RJ

  
  

  Employer's website

  https://gpwales.co.uk (Opens in a new tab)

  Employer details

  Employer name

  GP Practice in Wales

  Address

  Parc Canol Group Practice

  Central Park, Church Village

  Pontypridd

  Rhondda Cynon Taff

  CF38 1RJ

  
  

  Employer's website

  https://gpwales.co.uk (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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