AddressMEDICAL SECRETARY – JOB DESCRIPTION
JOB TITLE: Medical Secretary – Part Time
ROLE: To provide administrative assistance to the Doctors, patients, referring Doctors and the Practice Manager to facilitate the smooth operation of the practice.
Hunter Hand Surgery is an inclusive practice and treats everyone with the utmost respect regardless of gender, age, appearance or religion. We have a zero tolerance to bullying or harassment.
We do not tolerate bullying or harassment to our staff by other staff members, patients or patient’s family or friends.
ESSENTIAL REQUIREMENTS OF THE ROLE:
- Attention to detail.
- Willingness to learn.
- Familiar with commonly available computer software.
- Good typing skills.
- Ability to multi-task.
- Excellent interpersonal skills.
- Flexibility
- Team Player
- Availability to cover when other staff are on leave.
HIGHLY DESIRABLE QUALIFICATIONS:
- Experience with Genie Software
- Experience with MAC and PC computers.
- An understanding of DVA, Workers Compensation and Medical Insurance.
PRIORITIES: To attend the front desk and deal with phone enquiries, make patient appointments, receive patients, enter data regarding patients, invoice patients, receive payments, provide administrative support to the Doctors, notate all patient enquiries and actions, prepare daily banking and manage patient correspondence.
DUTIES AND RESPONSIBILITIES:
You are to perform duties set out below and such other duties as directed from time to time, having regard to your skills, training and experience. It is seen that the practice will grow and change and your role and duties may change too.
COMMUNICATION
- Exercise confidentiality in regard to patient care and all aspects of the practice.
- Greet patients and other callers at the practice in a courteous and efficient manner.
- Monitor patient flow through the practice i.e. seeing HHRC and/or the Doctor.
- Keep patients informed of any delays.
- Deal with referring doctors and hospital staff courteously and helpfully.
- Answer the telephone promptly and courteously.
- Record messages and make sure they are attended to and brought to the attention of the relevant person.
- Document telephone conversations and/or actions in Notes section of patient record in practice software.
- Make outgoing calls as requested.
- Manage and print daily correspondence.
APPOINTMENTS
- Arrange appointments for patients following set booking procedures.
- Check off patients’ names on arrival.
- Enter and/or update patient demographics and referrals into practice software.
- Set up patient account in practice software.
- Update any information on medical records in practice software.
- Gather medical records and reports in readiness for consultations.
- Scan patient information into their clinical file in practice software.
- Follow up flagged and other patients, as indicated by the Practice Manager.
- Prepare documentation and quote for surgical patients including financial consent when Practice Manager is not in rooms.
- Distribute surgical admission forms when Practice Manager is not in rooms.
FINANCES
- Advise patients of our pricing when they book their appointment.
- Prepare and issue patient invoices and receipts.
- Attend to daily banking.
- Attend to account queries (if possible) or refer problem to the Practice Manager if in doubt.
OTHER
- Process and print patient correspondence.
- Monitor flow of patients using the Day Sheet.
- Report accidents, injuries and illnesses.
- Deal with emergencies when necessary, following set procedures.
