Referral Clerk

Job summary Marsden Medical Group has a fantastic opportunity for a Referral Clerk to join our team for 26 hours per week. (Mon/Thu/Fri 9 - 5, Tue 9 - 12.30) This is an essential front-line role at the practice, providing an efficient, comprehensive secretarial and administrative support service to the wider practice team. Supporting our doctors and other teams, speaking to patients on the telephone and face to face, dealing with queries, typing letters, amongst many other essential tasks. This is varied, interesting and highly valued role. You should also possess strong organisational skills, good time management, and excellent verbal and written communication. Main duties of the job You will be part of a team that provides a secretarial and administrative service to the wider team which will involve, but not exclusively be limited to; Typing letters Answering patient queries by phone, email or face to face. Processing patient referral letters Cancelling and reinstating appointments as necessary Booking appointments for patients and coordinating services Attending and minuting meetings Patient online access Reports We reserve the right to close this advert early due to the volume of applicants. Please apply as soon as possible to avoid disappointment. If you have no heard from us 10 working days following the closing date you will not have been selcted for interview. About us Our team comprises of Partners, salaried GPs, Nurses, HCAs, SNA's, NA's, Registrar's, F2 Gp and ARRS attached staff who look after over 22800 patients, many of which have been with us across generations over two sites. A teaching, training and research practice striving to grow and develop the next generation of clinicians. All of our clinical staff are supported by a well-established management and admin team comprising of over 40 staff of differing roles. All the team get together in our staff room for coffee, food and a catch up every day, it offers a supportive environment to bounce ideas around and get to know one another! If you bake cake its a winner - we all love cake! Job description Job responsibilities MARSDEN MEDICALGROUP JOBDESCRIPTION REFERRAL CLERK AFC Band 2 Purpose of the Post To provide a comprehensive secretarial serviceto all GP's in the practice ensuring that the secretarial function is organisedand performed to the high standards of accuracy and efficiency to the bestinterest of the Partners. Supporting the Group Practice Manager and ManagementTeam in the many tasks/functions that enable the practice to develop andmaintain standards. Plan and prioritise tasks working effectively to achieveand maintain a high standard of patient care. The Post holder will show respect and regard toconfidentiality of patient information at all times. In addition to this, it is essential that: Enquiriesfrom patients are efficiently and courteously handled. Distribution of documents is undertakenefficiently and promptl Dimensions Marsden Medical Group operates from two purpose-builtbuildings Marsden Road Health Centre and Wawn Street Surgery serving 22785patients. There are currently 8Partners, 11 Salaried GPs We are a training practice with Doctors in Trainingand Medical Students, 15 nurses, with an admin support staff of 28 Prime Responsibilities Typingof highly confidential and sensitive material as instructed by the Partners. Typingand processing a wide range of letters requested by GPs and staff includinghospital referrals, via choose and book, and reports to outside agencies. Tomaintain appropriate files and records. Toact as Liaison person between patients, partners and hospitals in the earlyresolution of problems/queries which might arise in connection with thearrangement of hospital appointments,referrals,results,reports Informationgiven to patients regarding consultations at private hospitals. Dealingwith patient tasks from GP's and staff. Urgentresults given to GPs' via tasks and appointment screen. OrganisingTOP appointment. informing patient, typing and faxing letter and form A toconsultant. Recordingrequests for insurance/medical report in patients record and complete usingtemplate. Completing,photocopying and posting insurance/DWP forms. Openingpost, stamping and distributing to appropriate staff. Tobe competent in the use of all office equipment including the Winscribetranscription system. Maintenanceof stock. KnowledgeSkills, Training and Experience Theoreticaland practical knowledge TypingQualifications at least RSA 2 GeneralComputer skills MedicalTerminology Pleasant,helpful and effective telephone manner Competencein written and spoken English Professionalor Specialist Knowledge Knowledge of EMIS clinical system Knowledge of Word Processing and Spread Sheets Experience in the use of and structure of SNOMED codes Analytical Youmay be required to make judgements based on facts and situations some of whichmay require analysis. Resolvingissues relating to hospital appointments Exercisejudgment when dealing with patient enquiries Analyseand resolve patient problems Planningand Organisational Sometasks may require a certain amount of planning and organisation and are ongoingbut will be supported by protocols and procedures. However, you may be requiredto use some initiative when Planning and prioritising own workload. Communicationand Relationship Skills Youwill be expected to provide and receive routine information which may require acertain amount of tact or persuasive skills. For example, chasing up hospitalappointments and given out appropriate information to patients regarding these.You will come into contact with many patients with problems ie elderly, hard ofhearing, mentally ill and you will be expected to deal with each patient withsensitivity, tact and understanding. WORKINGRELATIONSHIPS GeneralPractitioners GroupPractice Manager ManagementTeam and Senior Support Othermembers of reception,admin,secretarial team Membersof Practice,Community nursing team Othermembers of the Primary Health Care Team Patients Otheragencies, hospital staff, CPNS, laboratory staff, ICB staff, as necessary KeyResult Areas PatientCare Youwill be expected to provide general nonclinical advice, information, guidancedirectly to patients, relatives or carers working within practice policy andprocedures. This will be done either face to face or telephone. Providenonclinical advice to patients Takingand relaying messages Adviceto patients regarding hospital appointments Policyand Service Development There are policies and procedures covering allaspects of your job, you are expected to follow these effectively andefficiently taking on board any changes as they are reviewed by your Group PracticeManager and or Management Team. Follow policies in own role Follow Health and Safety Policies Policies regarding referrals ie Fast track referrals/ choose and book Financial andPhysical Resources: This post has adegree of responsibility as below Responsible for safe use of equipment Entering data through the clinical system Ensuring there is adequate stationery stock HumanResources Demonstrate own activities to new or less experienced employees Demonstrate activities to new starters InformationResources This post involves data entry onto the clinicalsystem and word processing. This shouldbe done accurately and with care following the practice procedures at alltimes. Entering data through the choose & book system Read coding of referrals Responsible for transcribing referrals and forms Use of email and internet Researchand Development: None in this post Freedomto Act This post is guided by standard operatingprocedures with someone generally available for reference. However, it isanticipated that the work will be managed rather than supervised and use of ownjudgement is essential when maintaining the role. Physical A combination ofsitting, walking and frequent requirement for sitting in a restricted positionfor long periods of time. This post entails a lotof computer work it is essential therefore that you possess good keyboardskills. Mental Frequentamounts of concentration is required where the work pattern is predictable.Concentration is required when typing referrals from transcribers a certainamount of concentration will be required when dealing with patient queries tounderstand what the problem or query is and how this can be resolved. There may befrequent interruptions. Emotional Occasionalexposure to distressing or emotional circumstances when typing referrals of adistressing nature or typing a complicated medical document. WorkingConditions Goodworking conditions, there is a staff room and kitchen where staff have theirbreaks. Workstations are adequate andclean. However, there may be occasional exposure to unpleasant conditions Continuous VDU use. The above job description is not exhaustive andis subject to variation in the light of subsequent experience and change incircumstances, Job description Job responsibilities MARSDEN MEDICALGROUP JOBDESCRIPTION REFERRAL CLERK AFC Band 2 Purpose of the Post To provide a comprehensive secretarial serviceto all GP's in the practice ensuring that the secretarial function is organisedand performed to the high standards of accuracy and efficiency to the bestinterest of the Partners. Supporting the Group Practice Manager and ManagementTeam in the many tasks/functions that enable the practice to develop andmaintain standards. Plan and prioritise tasks working effectively to achieveand maintain a high standard of patient care. The Post holder will show respect and regard toconfidentiality of patient information at all times. In addition to this, it is essential that: Enquiriesfrom patients are efficiently and courteously handled. Distribution of documents is undertakenefficiently and promptl Dimensions Marsden Medical Group operates from two purpose-builtbuildings Marsden Road Health Centre and Wawn Street Surgery serving 22785patients. There are currently 8Partners, 11 Salaried GPs We are a training practice with Doctors in Trainingand Medical Students, 15 nurses, with an admin support staff of 28 Prime Responsibilities Typingof highly confidential and sensitive material as instructed by the Partners. Typingand processing a wide range of letters requested by GPs and staff includinghospital referrals, via choose and book, and reports to outside agencies. Tomaintain appropriate files and records. Toact as Liaison person between patients, partners and hospitals in the earlyresolution of problems/queries which might arise in connection with thearrangement of hospital appointments,referrals,results,reports Informationgiven to patients regarding consultations at private hospitals. Dealingwith patient tasks from GP's and staff. Urgentresults given to GPs' via tasks and appointment screen. OrganisingTOP appointment. informing patient, typing and faxing letter and form A toconsultant. Recordingrequests for insurance/medical report in patients record and complete usingtemplate. Completing,photocopying and posting insurance/DWP forms. Openingpost, stamping and distributing to appropriate staff. Tobe competent in the use of all office equipment including the Winscribetranscription system. Maintenanceof stock. KnowledgeSkills, Training and Experience Theoreticaland practical knowledge TypingQualifications at least RSA 2 GeneralComputer skills MedicalTerminology Pleasant,helpful and effective telephone manner Competencein written and spoken English Professionalor Specialist Knowledge Knowledge of EMIS clinical system Knowledge of Word Processing and Spread Sheets Experience in the use of and structure of SNOMED codes Analytical Youmay be required to make judgements based on facts and situations some of whichmay require analysis. Resolvingissues relating to hospital appointments Exercisejudgment when dealing with patient enquiries Analyseand resolve patient problems Planningand Organisational Sometasks may require a certain amount of planning and organisation and are ongoingbut will be supported by protocols and procedures. However, you may be requiredto use some initiative when Planning and prioritising own workload. Communicationand Relationship Skills Youwill be expected to provide and receive routine information which may require acertain amount of tact or persuasive skills. For example, chasing up hospitalappointments and given out appropriate information to patients regarding these.You will come into contact with many patients with problems ie elderly, hard ofhearing, mentally ill and you will be expected to deal with each patient withsensitivity, tact and understanding. WORKINGRELATIONSHIPS GeneralPractitioners GroupPractice Manager ManagementTeam and Senior Support Othermembers of reception,admin,secretarial team Membersof Practice,Community nursing team Othermembers of the Primary Health Care Team Patients Otheragencies, hospital staff, CPNS, laboratory staff, ICB staff, as necessary KeyResult Areas PatientCare Youwill be expected to provide general nonclinical advice, information, guidancedirectly to patients, relatives or carers working within practice policy andprocedures. This will be done either face to face or telephone. Providenonclinical advice to patients Takingand relaying messages Adviceto patients regarding hospital appointments Policyand Service Development There are policies and procedures covering allaspects of your job, you are expected to follow these effectively andefficiently taking on board any changes as they are reviewed by your Group PracticeManager and or Management Team. Follow policies in own role Follow Health and Safety Policies Policies regarding referrals ie Fast track referrals/ choose and book Financial andPhysical Resources: This post has adegree of responsibility as below Responsible for safe use of equipment Entering data through the clinical system Ensuring there is adequate stationery stock HumanResources Demonstrate own activities to new or less experienced employees Demonstrate activities to new starters InformationResources This post involves data entry onto the clinicalsystem and word processing. This shouldbe done accurately and with care following the practice procedures at alltimes. Entering data through the choose & book system Read coding of referrals Responsible for transcribing referrals and forms Use of email and internet Researchand Development: None in this post Freedomto Act This post is guided by standard operatingprocedures with someone generally available for reference. However, it isanticipated that the work will be managed rather than supervised and use of ownjudgement is essential when maintaining the role. Physical A combination ofsitting, walking and frequent requirement for sitting in a restricted positionfor long periods of time. This post entails a lotof computer work it is essential therefore that you possess good keyboardskills. Mental Frequentamounts of concentration is required where the work pattern is predictable.Concentration is required when typing referrals from transcribers a certainamount of concentration will be required when dealing with patient queries tounderstand what the problem or query is and how this can be resolved. There may befrequent interruptions. Emotional Occasionalexposure to distressing or emotional circumstances when typing referrals of adistressing nature or typing a complicated medical document. WorkingConditions Goodworking conditions, there is a staff room and kitchen where staff have theirbreaks. Workstations are adequate andclean. However, there may be occasional exposure to unpleasant conditions Continuous VDU use. The above job description is not exhaustive andis subject to variation in the light of subsequent experience and change incircumstances, Person Specification Qualifications Essential Grade c or above equivalent in English Typing qualification/administration qualification Experience Essential Customer service worked in office environment/administration which had a main focus on typing. Desirable Worked in NHS non clinical role (office based) Person Specification Qualifications Essential Grade c or above equivalent in English Typing qualification/administration qualification Experience Essential Customer service worked in office environment/administration which had a main focus on typing. Desirable Worked in NHS non clinical role (office based) 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. Employer details Employer name Marsden Road Health Centre Address Wawn Street Surgery Wawn Street South Shields Tyne And Wear NE33 4DX Employer's website

Location: South Shields, South Tyneside, GB

Posted Date: 9/5/2025