Posted 2 months ago

Job Description


Full Administration & Secretarial Service to the Medical Director.

Diary Management

  • Effectively co-ordinate patient appointments, taking bookings on patient appointment phone, at Keats House, via email, fax and letter.
  • Registering and entering new patient details on Midex
  • Booking and confirming appointments on Midex
  • Sending letter / email to New patients and informing referrers including registration/consent forms, maps, health questionnaires etc
  • Rescheduling appointments for cancellations /sickness
  • Maintaining a cancellation list on remote site
  • Arranging / co-ordinating meetings
  • Arranging travel arrangements
  • Arranging dinner arrangements
  • Booking conferences / CPD

Typing from audio / copy typing of clinic letters and reports

  • Producing high quality documents using Word and Voice Dictation software packages.
  • First Day Appointment letters
  • GP Update letters
  • Assessment Summaries
  • Update letters / emails to GP’s
  • Email / Letters to Occupational Health Departments
  • Faxes / other reports as required

Assist in the preparation of presentations and lectures

  • Producing high quality presentations using PowerPoint software packages as required.

To act as first line of contact for patients and to respond to all queries promptly and in a responsive and courteous manner.

  • To have responsibility for the patient appointment phone; taking messages and directing queries as appropriate.
  • To manage all patient queries using the time management pro-forma outlined in the Doctors Diary Management Protocol for audit and governance purposes.

Receiving messages from telephone / email as appropriate, taking clear messages and passing these to Dr Pereira using judgement on urgency

  • Regularly listening to voicemail on patient appointment phone and phone at Keats House, regularly checking emails for patient-related queries / requests
  • To record all telephone / email patient enquiries on diary management pro-forma

Co-ordinating clinics, ensuring clinic notes are prepared and available

  • Ensuring new patient files are made available for appointments

Invoicing clients, insurance companies, and other agencies for consultations, maintaining up-to-date accounts and ensuring receipt of payments for the practice and the therapists in his team in a prompt manner.

  • Ensure invoices are generated on a twice-weekly basis, for the previous weeks consultations
  • Recording cheque /card payments received on a twice-weekly basis
  • Undertake weekly credit control procedures; such as identifying old outstanding invoices and actively chasing payments from debtors.
  • Manage the electronic billing system

Maintenance of personal accounts when required.

  • Input business / personal expenses onto clinical management system (Midex Pro)

Maintaining paper-based and computer systems

  • Assist in audit and practice development of office (admin & secretarial) systems
  • Assist in the development of prescription records on clinical management system.
  • Ensure all clinical governance pro-forma are completed accurately.

Job Types: Full-time, Permanent

Salary: £30,000.00-£40,000.00 per year

Job Features

Job CategoryMedical Secretary

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