Medical Secretary / Personal Assistant

SUMMARY:
Our client a well known Neurologist is looking for a Medical Receptionist / Personal Assistant. Individual must be willing to work between 2 practices (2 - 3 days in Springs and 2 - 3 days in Sunninghill, per week)

POSITION INFO:
Purpose of the Job:
Provide a professional clinical administrative service including medical secretary duties and general support for Specialist Neurologist.

Qualifications:
Minimum 3 years experience in a Medical Practice
Drivers License

Key Responsibilities:
Provide an efficient audio, copy typing and word processing service including typing letters, reports and memorandums using dictation.
Respond to and process requests for referrals.
Maintain the appointment diary; document planned leave, amend and cancel clinics.
Complete appointment procedures and provide relevant information to patients.
Coordinate all pre-requested tests, investigations and procedures, ensuring results are available prior to the clinic event.
Prepare the clinic; place clean linen on examination bed, ensure there are adequate supplies in the consulting room.
Sterilise equipment.
Schedule follow up appointments
Refer patient concerns or clinical queries to the appropriate health professional.
Respond to general inquiries and requests in a timely manner.

General Administration & Support:
Greet patients and interact with them in a friendly, non-judgemental, professional and culturally appropriate manner.
Maintain the patient record management system; collate records, reports and information, ensure they are entered fully and accurately into the system and updated when required.
Document relevant phone conversations with patients.
Collaborate with clinicians, nurses and other support staff to ensure the efficient running of clinics.
Ensure financial records are complete and accurate; take payments, issue receipts and accurately record financial transactions.
Prepare quotes in conjunction with the consultant.
Ensure sufficient stock levels are maintained including surgical supplies, prep packs, room supplies, and surgery packs.
Prepare and distribute information and materials to patients and others.
Work closely with other reception and administrative staff to ensure a smooth service for our patients and specialists.
Prepare hot and cold beverages for consultants and patients as required.
Ensure the work area is kept clean and tidy.

Teamwork & Patient Care:
Work positively, sensitively, constructively and in culturally appropriate ways with all patients, colleagues and specialists to secure positive outcomes and maintain collaborative relationships.
Be open, approachable, and responsive to others needs.
Provide training and support to others in the use of the patient management system as required.
Exchange information with appropriate personnel to ensure the highest standard of patient care.
Work within professional and ethical guidelines for practice

Accountability & Personal Responsibility:
Identify and escalate systems and processes that require improvement.
Contribute to the ongoing teaching and learning opportunities by willingly sharing knowledge and engaging in continuous learning to improve self.
Identify own level of competence and seek assistance, knowledge, and direction as necessary.
Maintain knowledge of current best practices.
Demonstrate individual responsibility for, and actively contribute to, own personal and professional development and annual appraisal.
Participate in projects and perform other duties as reasonably required to support our success.
Model our values and adhere to our policies and procedures.

Quality Improvement & Risk Management:
Actively participate in and contribute to continuous quality improvement and risk
management activities.
Contribute to the review and maintenance of appropriate policies, procedures and guideline documentation, in conjunction with the wider team.

Privacy:
Maintain strict confidentiality in respect to our business, operations, employees, and patients.

Key Skills / Requirements:
Demonstrated secretarial and/or general administrative experience in a health care environment.
Experience using patient management systems.
A strong understanding of general medical terms and administrative processes.
A strong customer service focus with a patient centric approach.
Excellent verbal and written communication skills, with the ability to effectively communicate medical information to a wide range of people.
A positive, enthusiastic, and friendly team player with the ability to work autonomously.
Calm and responsive, with the ability to empathise and treat patients, relatives and colleagues with dignity and respect.
Excellent organisational skills with the ability to multi-task and efficiently manage clinic bookings and appointments.
A flexible and adaptable manner with a can-do attitude.
Professional presentation and manner.
Meticulous attention to detail with a high level of accuracy.
Good problem solving skills with the ability to use initiative.
Good numerical skills with the ability to handle cash and financial transactions.
Resilient with the ability to work under pressure and tight deadlines.
Excellent general computer skills including MS Office and Incisive medical software.
An understanding and commitment to the principles of cultural sensitivity and safety.
A high level of discretion and appreciation of patient confidentiality and privacy.
Commitment to ongoing professional development with a willingness to share knowledge.
Responsible and accountable for actions; actively seeks feedback and is open and receptive to receiving it.