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practice manager/ experienced medical secretary

Location: MAIDSTONE, KENT Salary: 18000.00 - 22000.00 GBP Per Annum
Sector: Business Support Job Type: Permanent
Shift Type: N/A Applications: N/A
Posted: 9 months ago Reference: 3108834
My client based in Maidstone is looking for a 'Practice Manager'.
Salary; £18,000-£22,000
40 hours per week
Office is open 8am-6pm where a shift rota system is in place
25 days annual leave plus bank holiday
Subsidised private healthcare
Profit share available
Workplace pension


To answer the phone in the relevant consultant’s name in a professional and friendly manner having regard to this being the first point of contact for consultants, patients, GPs and hospital staff.
Take concise details when answering a call and assume responsibility for dealing with the call effectively.
To exercise discretion and initiative to ensure that this contact is sensitive and effective.
If a call back is necessary this should be done as soon as possible; if the information is not available that day, a call back should be made assuring the caller that the matter is being dealt with.
Use experience and judgement to establish the priority of the call.
Check regularly for voice mails and return calls quickly.

To understand that patients and consultants can be anxious, distressed, stressed and demanding which requires the ability to communicate in an easily understood and informative manner as well as being as sympathetic and reassuring as possible.

To ensure that all the necessary information is taken from the patient, including name, address, date of birth, GP, telephone number, insurance details and email address.
For consultants on ultragender and DGL to make sure details are correctly entered on both systems.
For consultants not on ultragender, to check availability with appropriate hospital giving all patients’ correct details and then input details onto DGL.
When making appointment, make sure all details are confirmed with patient including date, time, name of consultant and hospital.

Make sure that effective use is made of clinic time so that there are no gaps.
On the day of the clinic liaise with the appropriate consultant’s hospital to check that their clinic list matches the list on DGL (or the afternoon before if a morning clinic).
Must ensure that all results are available to consultant – whether in notes or scanned onto DGL.
Communicate with consultant start and finish time of clinic a day prior to clinic.

Ensure that dictation is received and uploaded to portal as soon as possible following clinic.
Check progress, let consultant know when letters ready for checking.
To send out/email letters the same day dictation is received back from the typist ensuring a fast turnaround of 48 hours from clinic.
Inform consultant of any change of typist.
Advise Typing Co-ordinator of annual leave or clinic changes.
To be responsible for raising invoices following clinics and surgery paying meticulous attention to detail.
To be able to refer to DGL in order to answer accounts queries from patients and insurance companies.
Take card payments over the phone.

To co-ordinate patient and consultant availability.
Liaising with appropriate hospital for bed, theatre and anaesthetist.
Complete booking forms correctly with all relevant information.
Ensure all details entered correctly on DGL including codes.
Inform patient of arrangements including time to arrive, starvation times, expected length of stay.
Provide patient with codes and advise that they should contact their insurance company to obtain authorisation for their surgery.
Ensure that patient has post-op follow-up appointment following their surgery.

Assist with keeping scanning up to date.
Help with sorting post and action accordingly.
Assist with franking and sending out letters.
Carry out any other duties as required for the efficient running of the office.

If you are interested please apply immediately. 

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