Medical Secretary

Job Title: Medical Secretary

Reports to: Practice Manager

Purpose: To provide accurate and timely administrative support and an empathetic and efficient first point of contact experience for anyone accessing the practice, ensuring that everyone is acknowledged in a professional, friendly and helpful manner.

Duties may include:

Reception

Ensure all visitors and callers are acknowledged promptly in a courteous and professional manner. Confidentiality must be maintained at all times.

• Receive patients and record their attendance


• Answer the telephone and screen calls


• Record and convey messages, transfer calls appropriately


• Schedule patient appointments


• Provide information on the practice


• Oversee the waiting area


• Manage email communication


• Process and respond to requests for information, repeat prescriptions and medical certs

Financial

Manage charges and payments and ensure same is entered on the system and balanced daily. Ensure that all billing of patients takes place on a prompt and regular basis and all patient accounts are kept up to date.

• Process charges


• Collect and record payments


• Bill patients according to practice billing procedure


• Daily reconciliation of cash


• Collect/manage STCs

Office

Perform administrative duties in a timely manner as required, ensuring that the reception and waiting areas are kept tidy and clean.

• Maintain and manage patient records, including GMS panel management


• Scan, file and shred documents


• Handle incoming and outgoing post and communications


• Type documents such as medical reports, referral letters


• Maintain stock of forms and office supplies

Key Competencies

Communication \& interpersonal skills

• Demonstrate high level communication and interpersonal skills, remaining calm and professional under pressure.


• Communicate effectively with other organisations to coordinate patient care.


• Maintain trust and confidentiality with all stakeholders, using discretion when dealing with sensitive information.

Planning \& organising

• Multi\-task and prioritise with meticulous attention to detail.


• Maintain accurate documentation using practice management system, IT and information management procedures, including recall/reminder systems.


• Implement accurate claiming and billing procedures to ensure practice viability.


• Manage supplies and resources within budget.

Teamwork \& collaboration

• Demonstrate a high level of team work, support, engagement and communication with the practice team.


• Work as an inclusive member of the team, providing appropriate mentoring and guidance for registrars, medical students and other staff.

Judgement \& problem\-solving

• Identify critical issues, consider options and develop practical solutions.


• Decide on appropriate solution, implement and monitor effectiveness.

Self\-management

• Adapt to change willingly and effectively.


• Take responsibility for own tasks and performance.


• Act with confidence without direct supervision.

Additional Competencies

Professional \& technical expertise

• Operate practice management software effectively.


• Operate Microsoft Office applications effectively (Word, Outlook).


• Operate phone system effectively.

Personal Development

• Willing to undertake professional development as required by the practice.

Selection Criteria

Essential

• Working knowledge of Windows\-based software systems


• Strong computer literacy


• Excellent communication skills, written and verbal

Desirable

• Previous experience in a busy medical reception or similar administrative position


• Previous experience with our practice management software (Socrates)


• An understanding of the GMS system


• An understanding of medical terminology, medical and health professional organisations and relevant stakeholders

Pay: €15\.00\-€18\.00 per hour

Benefits:

• Employee assistance program


• On\-site parking

Work Location: In person

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