We are seeking an additional experienced Medical Secretary looking for an exciting and rewarding role in General Practice? We are a friendly and supportive team with a growing patient population of 14,000, offering the chance to be part of a busy environment where your skills and dedication can make a real difference.
Main duties of the job
As part of our secretarial team, you will play a pivotal role in ensuring the smooth running of the practice by providing high-quality secretarial and administrative support. This is a fast-paced position that requires excellent organisational skills, attention to detail, and the ability to prioritize competing demands.
* Prepare, type, and manage correspondence, including medical referrals, reports, and patient communications, using EMIS Web and the CAB system.
* Liaise with hospitals, consultants, and other healthcare providers to ensure seamless communication and patient care.
* Process Subject Access Requests (SAR), verifying the identity of the requester, gathering the relevant data, ensuring compliance with data protection regulations (such as GDPR), and providing the requested information within the required timeframe.
* Manage and prioritise tasks, ensuring all requests are processed efficiently.
* Provide a professional and empathetic service to patients, handling queries promptly and with care.
* Maintain confidentiality and compliance with GDPR and other regulatory requirements.
* Assist the administrative team with ad hoc tasks during busy periods.
About us
* A well-established, patient-centered practice with 4 GP Partners, 3 Salaried GPs, 5 Nurse Practitioners, and 6 Practice Nurses.
* Supported by a highly skilled and cohesive administrative team.
* A modern workplace utilising EMIS Web and CAB systems to deliver top-quality care efficiently.
* A welcoming team that values collaboration, support, and professional growth.
Job responsibilities
Primary key responsibilities
The following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
* a. Typing letters, reports and associated documentation as required
* b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
* c. Managing all enquiries in an effective manner
* d. Maintaining an accurate referrals database
* e. Actioning all incoming email
* f. Processing calling letters as requested
* g. Scanning patient related documentation and attaching scanned documents to patients health records
* h. Inputting data into the patients health records as necessary
* i. Processing referrals using the electronic referral system (ERS)
* j. Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms
* k. Coding data on the clinical IT system
* l. Answering incoming phone calls, transferring calls or dealing with the callers requests appropriately
* m. Managing all administrative queries as necessary
* n. Carrying out system searches as requested
* o. Maintaining a clean, tidy, effective working area at all times
* p. Supporting all clinical staff with general administrative tasks as requested
Secondary key responsibilities
In addition to the primary responsibilities, the Medical Secretary may be requested to:
* a. Partake in audit as directed by the audit lead
* b. Produce meeting agendas and record the minutes of meetings
* d. Complete opening and closing procedures in accordance with the duty rota
Person Specification
Qualifications
* a. Educated to GCSE in Mathematics and English (C or above)
* b. Experience of working with the general public
* c. Experience of secretarial / administrative duties
* d. Excellent communication skills (written and oral)
* e. Strong IT skills, including audio typing
* f. Effective time management (planning and organising)
* g. Ability to work as a team member and autonomously
* h. Problem solving and analytical skills
* i. Ability to follow policy and procedure
* a. NVQ Level 2 in Health and Social Care
* b. Level 3 trained in Medical Terminology
* c. Experience of working in a healthcare setting as a medical secretary
* d. Working knowledge of EMIS Web
* e. Experience of using the Choose & Book system
Experience
* a. Experience of working in a public facing role / dealing with the public
* b. Problem solving and analytical skills
* c. Polite and confident
* e. Motivated forward thinker
* f. High levels of integrity and loyalty
* g. Sensitive and empathetic in distressing situations
* h. Ability to work under pressure
* a. Experience of working in General Practice or a Healthcare setting
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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