The Medical Secretary plays a vital role in ensuring the smooth and efficient operation of the general practice. This position provides comprehensive secretarial and administrative support to the multidisciplinary team, contributing directly to high quality patient care and effective communication across internal departments and external healthcare services.
Main duties of the job
The Medical Secretary is responsible for producing accurate and timely clinical correspondence, managing referrals, and handling patient and agency enquiries. Key duties include processing emails, maintaining referral records, scanning and attaching documents to electronic health records, and accurately entering SNOMED CT codes. The role also involves managing electronic referrals (ERS), responding to information requests, answering and directing phone calls, running clinical system searches, and providing general administrative support. The postholder is expected to maintain an organised workspace, follow governance and safeguarding policies, and participate in mandatory training and ongoing professional development.
About us
You will be joining our friendly dynamic team from diverse backgrounds, approximately 7000 patients, we are an Emis Web practice.
Our high-performing team includes Partner GP, Salaried GPs, Nursing staff, Pharmacists, Social Prescriber, Mental Health Practitioner and First Contact Physiotherapist, as well as a dedicated reception and admin team.
Job responsibilities
The post-holder is a Medical Secretary.
To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.
Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies. Furthermore, duties can also include supporting the administration and receptionist teams as required.
To be responsible for SNOMED CT coding of relevant information into patients electronic healthcare records on the clinical system, adhering to the organisations coding policy.
The post-holder will be an integral part of the general practice team.
Primary key responsibilities
* Type letters, reports and associated documentation as required and within the specified timescales as appropriate for the referral
* Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
* Manage all enquiries in an effective manner
* Maintain an accurate referrals database
* Action all incoming email within a timely manner
* Process calling letters as requested
* Scan documentation and attach scanned documents to patients healthcare records
* Accurately input and code SNOMED CT data on the clinical IT system
* Process referrals using the electronic referral system (ERS)
* Process requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
* Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
* Conduct clinical system searches as requested
* Support all clinical staff with general administrative tasks as requested
* Maintain a clean, tidy, effective working area at all times
* Be an integral part of the general practice team
* Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children
* Undertake all mandatory training and induction programmes
* Contribute to and embrace the spectrum of clinical governance
* Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed
Wider responsibilities
* Participate in local initiatives to enhance service delivery and patient care
* Produce meeting agendas and record the minutes of meetings
* Support and participate in shared learning
* Complete opening and closing procedures in accordance with the duty rota
Skills
* Proven office experience with strong organisational skills
* Previous administrative experience within a healthcare setting is highly desirable
* Excellent communication skills, both written and verbal
* Proficiency in using office software such as Microsoft Office Suite (Word, Excel, Outlook)
* Ability to prioritise tasks effectively in a fast-paced environment
* Attention to detail and confidentiality when handling sensitive information
* Friendly demeanour with a professional attitude towards patients and colleagues
This role is ideal for motivated individuals seeking to utilise their administrative skills within a supportive healthcare environment. The position is paid and offers opportunities for professional development.
Person Specification
Knowledge and skills
* Excellent communication skills and effective in communicating and understanding patient needs
* Competent in the use of MS Office and Outlook
* Problem solver with the ability to process information accurately and effectively, interpreting data as required
* Ability to use own initiative, discretion, and sensitivity
* Understanding of clinical coding
* Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity
* Ability to work as a team member and autonomously
* Sensitive and empathetic in distressing situations
* Good organisational skills
* Clinical IT system user skills and the ability to record accurate notes
* Ability to effectively utilise resources
* Punctual and committed to supporting the team effort
* High levels of integrity and loyalty
* Clear, polite telephone manner
* Flexible and cooperative
* Motivated
* Understanding of safeguarding adults and children
* Knowledge of and ability to work to key policies and procedures
* Chaperone procedure
* Demonstrate personal accountability, emotional resilience and ability to work well under pressure
Experience
* Experience of working with the general public
* Experience of administrative duties
* Experience of working in a healthcare setting as a medical secretary
Qualifications
* A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English
* NVQ Level 2 in Health and Social Care
* Level 3 in Medical Terminology
Other requirements/wider responsibilities
* Occupational Health clearance
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.
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