We are seeking a highly organized and detail-orientedMedical Secretary to join our clinical administration team. This role focuseson managing the flow of clinical information in and out of the practice, with aparticular emphasis on patient referrals and document processing. Thesuccessful candidate will play a critical role in supporting patient care byensuring accurate, timely, and confidential handling of medical correspondenceand documentation.You will also be expected to undertake any other reasonable duties appropriateto the role to support the effective functioning of the practice.
Main duties of the job
* Coordinate and process incoming and outgoing referrals (NHS and private), ensuring they are accurate, complete, and actioned promptly.
* Liaise with clinicians to clarify referral details and obtain additional information where required.
* Track the progress of referrals and follow up with external providers or services to ensure continuity of care.
Document Handling & Clinical Information Management
* Manage the receipt, scanning, indexing, and electronic filing of incoming clinical documents (e.g., letters, test results, discharge summaries).
* Code relevant clinical information in line with practice protocols and clinical coding standards.
* Ensure accurate allocation of documents to patient records and route them appropriately using the practices file-directly protocol.
* Process outgoing correspondence, including dictation typing or transcription of clinical notes, and send communications via secure methods.
Administrative Support
* Maintain clear communication with clinical and administrative teams to ensure smooth information flow.
* Respond to patient and provider queries relating to referrals and documentation in a professional and timely manner.
* Support audits, data quality checks, and ongoing improvements in document and referral processes.
* Carry out any additional duties as requested by the practice that are reasonable, appropriate, and aligned with the responsibilities of this role.
About us
White Medical Group is a progressive, semi-rural dispensing practice serving approximately 8,600 patients across Ponteland and Wylam. We care for a wide demographic, including residents of a local care home, and have a strong ethos of continuity and compassionate care.
Supportive environment with a focus on continuity of care and professional development
Friendly, forward-thinking ethos with a manageable workload
Skilled and friendly multidisciplinary team including GPs, practice nurses, HCAs, and excellent admin support
EMIS Web clinical system with Ardens and AccuRx
Strong ARRS team working in the practice : Clinical Pharmacist, Paramedic, Mental Health Worker, First Contact Practitioner & Social Prescriber.
CQC Rated Good
We are active members of the West Northumberland Primary Care Network and the Hadrian Primary Care Alliance Federation.
Job responsibilities
Job Title: Medical Secretary Referrals and Document Management Location: White Medical Group Employment Type: Part-time Reports To: Practice Manager / Clinical Lead
Job Overview:
We are seeking a highly organized and detail-oriented Medical Secretary to join our clinical administration team. This role focuses on managing the flow of clinical information in and out of the practice, with a particular emphasis on patient referrals and document processing. The successful candidate will play a critical role in supporting patient care by ensuring accurate, timely, and confidential handling of medical correspondence and documentation. You will also be expected to undertake any other reasonable duties appropriate to the role to support the effective functioning of the practice.
Key Responsibilities:
* Coordinate and process incoming and outgoing referrals (NHS and private), ensuring they are accurate, complete, and actioned promptly.
* Liaise with clinicians to clarify referral details and obtain additional information where required.
* Track the progress of referrals and follow up with external providers or services to ensure continuity of care.
Document Handling & Clinical Information Management
* Manage the receipt, scanning, indexing, and electronic filing of incoming clinical documents (e.g., letters, test results, discharge summaries).
* Code relevant clinical information in line with practice protocols and clinical coding standards.
* Ensure accurate allocation of documents to patient records and route them appropriately using the practices file-directly protocol.
* Process outgoing correspondence, including dictation typing or transcription of clinical notes, and send communications via secure methods.
Administrative Support
* Maintain clear communication with clinical and administrative teams to ensure smooth information flow.
* Respond to patient and provider queries relating to referrals and documentation in a professional and timely manner.
* Support audits, data quality checks, and ongoing improvements in document and referral processes.
* Carry out any additional duties as requested by the practice that are reasonable, appropriate, and aligned with the responsibilities of this role.
Standards and Values:
* Health & Safety: Comply with all health and safety policies and procedures in line with legal obligations and practice policy. Ensure a safe working environment for yourself, patients, and colleagues.
* Confidentiality & Data Protection: Always maintain strict confidentiality of patient and practice information, in line with GDPR and Caldicott principles. Handle clinical documents and communications with discretion and professionalism.
* Communication: Communicate effectively and respectfully with colleagues, patients, and external agencies. Escalate issues where appropriate and contribute to a culture of openness and teamwork.
* Equality, Diversity & Inclusion: Treat patients and colleagues with dignity and respect. Promote equal opportunities and challenge discrimination in line with the practices Equality and Diversity Policy.
* Quality & Continuous Improvement: Work to high standards of accuracy, efficiency, and professionalism. Participate in audits, training, and quality improvement initiatives to support safe, effective, and patient-centred care.
Person Specification:
* Minimum of Grade C / Level 4 or above in GCSE Maths and English, or equivalent qualifications.
* Experience in a healthcare administrative or medical secretarial role.
* Proficient in using NHS clinical systems (e.g., EMIS e-RS).
* Strong typing and IT skills with excellent attention to detail.
* Good understanding of medical terminology and clinical correspondence.
* Ability to prioritise tasks, manage time effectively, and work to deadlines.
* Familiarity with clinical coding or willingness to undertake training.
* Understanding of and commitment to confidentiality, data protection, and safeguarding.
* Excellent written and verbal communication skills.
* Ability to work both independently and collaboratively within a team environment.
* Knowledge of local referral pathways and local healthcare services.
* Experience working within general practice or primary care setting.
Person Specification
Experience
* Experience in a healthcare administrative or medical secretarial role.
* Proficient in using NHS clinical systems (e.g., EMIS eRS).
* Strong typing and IT skills with excellent attention to detail.
* Good understanding of medical terminology and clinical correspondence.
* Ability to prioritise tasks, manage time effectively, and work to deadlines.
* Familiarity with clinical coding or willingness to undertake training.
* Understanding of and commitment to confidentiality, data protection, and safeguarding.
* Excellent written and verbal communication skills.
* Ability to work both independently and collaboratively within a team environment.
* Knowledge of local referral pathways and local healthcare services.
* Experience working within general practice or primary care setting.
Qualifications
* Minimum of Grade C or Level 4 or above in GCSE Maths and English, or equivalent qualifications.
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.
Part-time,Flexible working,Compressed hours
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