Medical Secretary

Job summary

The Role

As a Medical Secretary, you will provide comprehensive secretarial and administrative support to our GPs and clinical team, ensuring the smooth management of patient referrals, correspondence, and communications.

You will act as a key point of contact between the practice, patients, hospitals, and other healthcare providers.

Main duties of the job

Key Responsibilities

• Typing and processing referral letters, reports, and clinical correspondence.
• Managing referrals through the NHS e-Referral Service (e-RS).
• Tracking and monitoring patient referrals and appointments.
• Liaising with hospitals, community services, and other healthcare organisations.
• Processing incoming correspondence and actioning as appropriate.
• Maintaining accurate patient records and ensuring confidentiality is upheld at all times.
• Responding to telephone and email enquiries professionally and efficiently.
• Supporting clinicians and the wider practice team with administrative tasks.
• Assisting with clinical audits and reporting where required.

About us

About Us

Papworth Surgery is a friendly, patient-focused GP practice committed to delivering high-quality healthcare services to our local community. We are seeking an enthusiastic and organised Medical Secretary to join our busy administrative team.

This is an excellent opportunity for an experienced secretary or administrator who enjoys working in a fast-paced healthcare environment and takes pride in providing excellent support to clinicians and patients.

Job responsibilities

Job description Medical Secretary

Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES

To perform all clerical and administrative duties as required.

To provide efficient typing and word processing service for GPs and Health Professionals as required. This includes the accurate typing of letters, reports, patient referrals, etc.

Managing all aspects of E-RS to make appointments and bookings as required including e-Referrals

To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

To retrieve medical records and assist with the completion of medical/insurance records.

To receive incoming, and initiate outgoing, telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

Maintain stationary stocks. Ordering equipment and supplies as requested by clinicians and Practice Manager.

To provide cover for members of the secretarial team during periods of sickness and annual leave.

To ensure that strict confidentiality protocols are adhered to.

To attend training sessions on behalf of the Practice as required.

To comply with health & safety procedures and report any areas of concern to the Practice Manager.

To undertake any other duties as may be determined from time to time to ensure the efficient running of the practice.

CONFIDENTIALITY

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential

Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

PERFORMANCE STANDARDS

Confidentiality to be maintained at all times. The ability to communicate effectively at all levels, both internally and externally, thus displaying a competent and professional image of the Practice. Confident and polite manner.

EQUALITY AND DIVERSITY

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

PERSONAL/PROFESSIONAL DEVELOPMENT:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

QUALITY

The post-holder will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources

COMMUNICATION

The post-holder should recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognize peoples needs for alternative methods of communication and respond accordingly

Contribute to the implementation of services

THE POST HOLDER WILL

Apply Practice policies, standards and guidance

Discuss with other members of the team how the policies, standards and guidelines will affect own work

Participate in audit where appropriate

JOB DESCRIPTION AGREEMENT

This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post-holder commensurate with the position. This description will be open to regular review and may be amended to take into account development within the Practice. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the Practice.

Person Specification

Qualifications

Essential

• English Language GCE/GCSE or equivalent

Desirable

• Maths GCE/GCSE or equivalent

Personal Qualities

Essential

• Ability to work effectively in a team or by self
• Ability to think on own feet
• Diplomacy
• Commitment to patient care
• Polite and courteous manner
• Confidence and a positive outlook

Experience

Essential

• Typing qualification, Secretarial studies or business administration certification or equivalent experience. Good working knowledge of Microsoft Word/Excel

Desirable

• Previous medical secretarial experience, Knowledge of medical terminology. Knowledge of SystmOne

Person specification

Experience

Essential

• Excellent organisational and administrative skills.
• Strong attention to detail and accuracy.
• Ability to work independently and prioritise workload effectively.
• Excellent communication and interpersonal skills.
• Proficient in Microsoft Office applications, including Word and Outlook.
• Ability to handle confidential information sensitively and professionally.

Desirable

• Previous experience as a Medical Secretary within General Practice or the NHS.
• Knowledge of medical terminology.
• Experience using clinical system Systmone.
• Experience working with NHS e-Referral Service (e-RS).