We are looking for a proactive, organised, and compassionate Medical Secretary to join our dedicated administrative team. This vital role supports the smooth day-to-day operation of the practice by delivering a wide range of secretarial and administrative services to GPs, healthcare professionals, and the wider practice team.
You'll be a key point of contact for both patients and professionals, ensuring referrals, clinical queries, and patient documentation are handled efficiently and confidentially. If you're detail-oriented, a strong communicator, and able to manage multiple priorities with professionalism, wed love to hear from you.
The role is part time, 12 hours a week to be worked as 6 hours on a Thursday and 6 hours on a Friday.
Main duties of the job
Key Responsibilities
Appointments and Referrals
Manage patient referrals using the E-Referral Service (ERS), including tracking and chasing urgent referrals (e.g., cancer referrals).
Liaise with patients regarding referral queries where appropriate.
Action secretarial tasks from EMIS and DOCMAN systems, ensuring timely completion.
Handle Subject Access Requests (SARs) and third-party access requests through the IGPR system.
Maintain organised and secure filing systems (both electronic and physical).
Summarise patient records and ensure accurate coding of clinical information.
Liaise with other practices to source and code medical information.
Communication
Handle incoming and outgoing calls professionally, passing on messages accurately and resolving queries where possible.
Monitor and manage the medical secretary email inbox.
Attend daily huddles and meetings, providing updates and taking minutes when required.
Provide accurate audio and copy typing support for letters, reports, and referrals.
Other Duties
Accept payments and issue receipts for non-NHS services.
Support clinicians with administrative tasks, including dictation and diagnostic request forms (e.g., X-ray, MRI).
Provide cover across the clinical admin team during absences or as needed.
About us
Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.
We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.
What perks can we offer you?
* Learning and Development opportunities
* Progression opportunities
* Competitive annual leave entitlement
* Incremental pay progression
* Approved blue light card provider
* Salary Sacrifice Schemes
* Car Lease Scheme
* Employee Assistance Programme
Job responsibilities
Appointments andReferrals
Use the E-referral system (ERS) to action, monitor and track appointments, bookings, and admissions of patients to hospital and send outrelevant documentation to the patient.
Work to successfully action ERS tasks relating to any changes madeto referrals and effectively manage rejected referrals.
Generate, log, track and chase fast track referrals including Cancerreferrals.
Support the practicewith patients clinical queries relating to referrals where appropriate.
Monitor DOCMAN workflow and complete all secretarial tasks thatoriginate from DOCMAN and EMIS.
To action all subject accessrequests (SAR) and third-party accessrequests (TPSAR) on the IGPR system in a timely manner.
To establish and maintain filing and administrativesystems so that written, or computer information is easily accessible andsecure.
To retrieve medical records and assist in thecompletion of medical/insurance records.
Source and chase medical information from thirdparty practices and code them on the patients medical file where appropriate.
Obtain and file patient recordsand correspondence in patient medicalrecords where required.
Action any incoming and outgoing medicalnotes, liasing with note space and ensuring accuracry.
Summarise pateint notes in a timely mannerensuring relevant information is coded correctly on the systems.
Communication
To receive incoming and initiate outgoing telephone calls tofacilitate timely and appropriate communications with others, taking messagesand dealing with appropriate queries.
Monitor the MedicalSecretary email accountand action any requests and raising any urgent enquiries to your line managerwhere relevant.
Attend the daily huddle meetings, providing relevant informationprior to and/or during the meeting where necessary.
To provide an efficient audio, copy typing and word processingservice for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes,memorandums, etc. in an accurate and timely manner.
Accept payments and issue receipts for non-NHSservices.
Assist the Clinical Administration Manager with all clerical andadministrative duties.
Support GP/Nurses with administration tasks when requested, for example,Dictation and the sending of XRAY, MRI, CT scan and Ultrasound requests.
Attend clinical and management meetings and take minutes whenrequested.
Cover the work of other colleagues within the Clinical Administrationteam when requested.
General Duties
Job description
Job responsibilities
Appointments andReferrals
Use the E-referral system (ERS) to action, monitor and track appointments, bookings, and admissions of patients to hospital and send outrelevant documentation to the patient.
Work to successfully action ERS tasks relating to any changes madeto referrals and effectively manage rejected referrals.
Generate, log, track and chase fast track referrals including Cancerreferrals.
Support the practicewith patients clinical queries relating to referrals where appropriate.
Monitor DOCMAN workflow and complete all secretarial tasks thatoriginate from DOCMAN and EMIS.
Data Handling
To action all subject accessrequests (SAR) and third-party accessrequests (TPSAR) on the IGPR system in a timely manner.
To establish and maintain filing and administrativesystems so that written, or computer information is easily accessible andsecure.
To retrieve medical records and assist in thecompletion of medical/insurance records.
Source and chase medical information from thirdparty practices and code them on the patients medical file where appropriate.
Obtain and file patient recordsand correspondence in patient medicalrecords where required.
Action any incoming and outgoing medicalnotes, liasing with note space and ensuring accuracry.
Summarise pateint notes in a timely mannerensuring relevant information is coded correctly on the systems.
Communication
To receive incoming and initiate outgoing telephone calls tofacilitate timely and appropriate communications with others, taking messagesand dealing with appropriate queries.
Monitor the MedicalSecretary email accountand action any requests and raising any urgent enquiries to your line managerwhere relevant.
Attend the daily huddle meetings, providing relevant informationprior to and/or during the meeting where necessary.
To provide an efficient audio, copy typing and word processingservice for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes,memorandums, etc. in an accurate and timely manner.
Miscellaneous
Accept payments and issue receipts for non-NHSservices.
Assist the Clinical Administration Manager with all clerical andadministrative duties.
Support GP/Nurses with administration tasks when requested, for example,Dictation and the sending of XRAY, MRI, CT scan and Ultrasound requests.
Attend clinical and management meetings and take minutes whenrequested.
Cover the work of other colleagues within the Clinical Administrationteam when requested.
General Duties
To work collaboratively and professionally with colleagues acrossInvicta Health, building andmaintaining relationships.
To contribute to the development of services, includingprocesses, templates and principles.
To take part in any statutory and mandatory trainingor other trainingand development programmes as requested.
Any other reasonable duties as directed by your line manager.
Person Specification
Personal Attributes
* Willingness to learn and adapt to change
* Highly customer focused Understanding and
* approachable
* Strives for excellence Honest and fair
* Leads by example
Experience
* Understand the importance of maintaining patient and data confidentiality.
* Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations.
* Experience of setting up and maintaining effective administrative filling systems Experience of work involving regular and accurate data inputting
* Experience of working with EMIS and DOCMAN
* Experience of working with Microsoft packages including, word, excel and power point Knowledge and understanding of the
* National Health Service
* Knowledge of office management systems and procedures Previous administration experience within a medical environment
Qualifications
* Good level of education including competent levels of numeracy and literacy
* Able to communicate effectively and collaboratively across varied disciplines.
* Able to work in a well- organised and professional manner, maintaining concentration and accuracy
* Able to manage conflicting priorities
* Possess an aptitude for dealing with potentially difficult or demanding situations.
* Good telephone manner
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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