Join our dynamic team as a Medical SecretaryAre you highly organised, detail-focused, and passionate about delivering outstanding patient care? We are looking for someone who thrives in a fast-paced environment, values accuracy, and brings energy and professionalism to everything they do.
In this role, youll be the first point of contact for patients and healthcare professionals, ensuring smooth communication and efficient administration. Strong organisational skills, excellent attention to detail, and the ability to manage multiple priorities are essential. You will work independently when needed and collaborate closely with a supportive team to keep our medical office running seamlessly.
If you have exceptional interpersonal skills, a proactive approach, and a commitment to confidentiality and quality service, we would love to hear from you. This is your opportunity to make a real impact in a role that supports both patients and clinicians every day.
Main duties of the job
Work collaboratively within the Medical Secretarial Teams to provide essential support to our multi-disciplinary team. Youll deliver high-quality administrative assistance tailored to the needs of the Practice, ensuring smooth and efficient operations.
About us
OakhamMedical Practice is based in a thriving market town in the beautiful county ofRutland. Market Overton is a picturesque village in the North of Rutlandwith a branch surgery in the village of Somerby just across the border inLeicestershire. The Practices serve 20,000 patients.
Weare part of Rutland Health PCN and work collaboratively and effectively withour local partners in general practice, the community and social care.
Weare a dynamic, creative and forward-thinking Partner led team. We areincredibly lucky to have a wonderful and supportive Practice team to work with.We pride ourselves upon being a learning and teaching Practice.
Job responsibilities
To work as part of the Administration & Secretarial Teams responsible forsupporting the multi-disciplinary team, providing administrative support asrequired in line with the needs of the practice.
Provide an efficient copy typing, word processing and administration service forthe Practices, as required. This includes the typing of letters, reports, patientreferrals via PRISM, minutes, etc. in an accurate and professional manner.
Ensure NHS Electronic Referral Service (ERS) referrals are dealt with efficientlyliaising with patients to book a suitable appointment. Manage the ERS Worklist,i.e., 2 Week Wait referrals, rejected referrals, Advice and Guidance responses andappropriate actions. Check patients have been successfully referred/attended andmake GPs aware of any non-attendance, especially child non-attendance, as perprotocol.
Retrieve medical records and assist the completion of medical reports, insurancereports, DVLA reports, etc. Send an invoice to ensure payment has been madeprior to completion of the report and maintain the invoice register.
Receive incoming and initiate outgoing telephone calls in order to facilitate timelyand appropriate communications with others, taking messages and dealing withappropriate queries.
Support in management of Secretarial email accounts, tasks, AccuRx message andsecretarial query list on SystmOne and action as required.
Manage all meetings within the Practices; this includes an annual schedule forClinical Meetings, produce a detailed agenda for each meeting to share withappropriate attendees, request information from outside agencies when required,enter actions from meetings to Practice intranet and ensure that any actions aredirected to the appropriate staff member.
File and read-code necessary data from clinical/hospital correspondence and inputinto Electronic Patient Record.
Assist in maintaining patient recall systems for screening, immunisations and longterm condition reviews.
Assist in processing patient online access requests.
Assist in processing GP links, i.e. deductions, GP2GP, amendments, pathology.
Support with summarising patient notes, when requested by GP. Assist with running clinical searches/audits.
Support the process of arrivals and deductions of patients paper records.
Support colleagues in their role within the Practice i.e. cover for sickness andannual leave.
Support and guide new members of staff in the use of the computer system.
Person Specification
Skills
* Excellent communication skills (written and oral)
* Strong IT skills, including audio typing
* Clear, polite telephone manner
* Competent in the use of MS Office and Outlook
* Effective time management (Planning & Organising)
* Ability to work as a team member and autonomously
* Good interpersonal skills
* Problem solving & analytical skills
* Ability to follow policy and procedure
* Knowledge of SystmOne
Experience
* Excellent keyboard skills
* Experience of administrative duties
* Experience of working with the general public
* Experience of working in a Health Care Setting as a Medical Secretary
Personal Qualities
* Polite and confident
* Flexible and cooperative
* Motivated
* Forward thinker
* High levels of integrity and loyalty
* Sensitive and empathetic in distressing situations
* Ability to work under pressure
Other Requirements
Qualifications
* Educated to GCSE level or equivalent
* GCSE grade A to C in English and Maths
* Secretarial Qualification
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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