Hinckley And Bosworth Medical Alliance Ltd
Medical Secretary
The closing date is 10 May 2026
We are looking for an organised, motivated, and professional Medical Secretary to join our friendly practice team. This is a key administrative role supporting our clinicians and ensuring high quality patient care through efficient and accurate secretarial work.
We are an APMS contract site. As such everybody within the organisation plays an integral part to the ongoing health, safety and wellbeing of all of our patients.
Main duties of the job
* Providing comprehensive secretarial support to the clinical team
* Audio and digital typing of clinical correspondence, referral letters and reports
* Managing incoming and outgoing clinical correspondence in a timely manner
* Using SystmOne to process tasks, referrals, results and clinical documents
* Liaising with hospitals, community services and other healthcare professionals
* Supporting effective patient pathways and maintaining confidentiality at all times
* General administrative duties to support the smooth running of the practice
This role requires excellent communication skills, attention to detail, and the ability to prioritise workload in a busy environment.
Job responsibilities
To provide efficient, accurate and high quality medical secretarial support within an APMS commissioned General Practice, supporting clinicians and management in meeting contractual, clinical governance, and patient service requirements set by the Integrated Care Board and NHS England.
The role is key to supporting safe patient pathways, maintaining high standards of clinical administration, and ensuring the practice meets contractual performance and quality obligations, all completed in a timely and effective manner.
General Administration
* Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
* Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
* Undertake a variety of administrative duties to assist in the smooth running of the practice, including filing, photocopying and scanning.
* Provide an efficient, accurate and high quality word processing service, providing support to both the clinical and non-clinical teams. This may include the typing of letters, reports, patient referrals, minutes, memorandums.
* Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies.
* Undertake a variety of administrative duties to support the GPs, including actioning tasks, referrals, ringing external organisations including hospitals for additional information, generating letters and chasing outstanding correspondence required by the patients.
* Manage the patient referral process safely and efficiently including the urgent 2 Week Wait cancer referrals, both to the agreed targets times and to confirm receipt.
* Supporting the team as a whole with any queries or guidance they may require.
* Complete movement of records for PCSE
* Assist in the arrangement of meetings required between the practice and 3rd party organisations, such as care homes.
* Adding the care home patients to the ward rounds weekly and assisting with making sure the patients listed are appropriate.
* Signpost 3rd party organisations appropriately.
* Attend internal and external meetings and offer any alternative solutions that you feel are appropriate.
* Assist in leading clinical meetings, if required.
* Assist in sourcing clinical cover for sickness and/or holidays, where the practice manager or deputy practice manager are not able to do so.
* Assist in cancelling clinician rotas when sickness occurs, if the team need additional support.
* Submit the monthly PPA claims
* Assign pathology reports to clinicians daily
* Process normal and bowel screening reports in the practice manager's absence
* Keep the Practice website and social media up to date.
* Provide a point of contact for patients aggrieved or wishing to make a complaint, ensuring that complaints are dealt with and investigated in the appropriate manner.
* Supporting the practice to ensure that it is meeting its Quality and Outcome Framework (QOF) targets and therefore maximising associated income.
Coding / Summarising
* Identify relevant clinical information contained in patient correspondence, and elevate to the appropriate team, such as the workflow team or practice manager.
* Code or free text the clinical information on to the patient record, as required.
* Deal with queries relating to coding.
Secretarial
Providing cover and support for new and existing patients including:
* Review the practice inbox, ensuring requests are acted on.
* Update patient information on the medical records, as required.
* Process Subject Access Requests
* Process medical reports, including those for PIP, Capita, HGVs etc.
* Process insurance reports
* Ensure that the tracker is updated for private payments and invoices generated for private work, sending the details to the practice manager on a monthly basis.
* Process medical records in and out, as well as the appropriate links
* Summarise newly registered patients
* Assisting with the HRT/ Contraception accurx questionnaires and acting appropriate based on the information provided.
Reception
Provide cover and support for the existing reception team when necessary:
* To deliver a quality reception service, dealing directly with patients, relatives and carers either face to face or by telephone. Reception services include general enquiries, booking or cancelling of appointments, logging of accurate information (e.g. visit requests).
* To undertake start and end of day procedures in line with practice policies to ensure that the premises are both prepared for the clinical staff to receive patients and are secured after use.
* Observe a strict code of confidentiality at all times.
* To maintain patients manual records keeping in good repair and order.
* Extensive use of GP clinical systems and linked software to update and store data in line with practice policy to ensure records are up to date and available for clinical staff at all times.
* To perform clerical duties for the Practice including sending standard letters to patients, organising transport for patients, completing lab forms to provide admin and clerical support for the practice team.
* To use and amend (where appropriate and requested) the computerised appointment system.
* To retrieve information as required from both computer and manual systems.
Workflow
The following will be ad-hoc and to support the needs of the larger team.
* Scan patient-related documents onto their medical record using read codes as agreed by the clinical team, as required.
* Add any additional information about the source of the document, as required.
* Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information.
* Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale and support the team with this as needed.
* Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.
* Supporting the workflow team as required.
Whilst every effort has been made to ensure that the below is a comprehensive list, it is anticipated that you will be required to complete extra duties that are not included in the above document.
Person Specification
Experience
* Previous experience as a Medical Secretary, ideally within General Practice
* Working knowledge of SystmOne
* Excellent audio and digital typing skills with high accuracy
* Good understanding of medical terminology
* Strong organisational and prioritisation skills
* Ability to work independently within agreed protocols
* Understanding of confidentiality and information governance requirements
* Experience working in an APMS run practice or provider led primary care service
* Familiarity with NHS referral systems (eRS / Choose and Book)
* Understanding of contractual performance environments and deadlines
Qualifications
* GCSE English - Grade C / Grade 4 or higher
* GCSE Maths - Grade C / Grade 4 or higher
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 name
Hinckley And Bosworth Medical Alliance Ltd
£13.05 an hour Salary to be reviewed annually.
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