Lead Medical Secretary

Job description

Job responsibilities

• Job Summary:

To provide secretarial and administrative support to the Practice Team. In addition, the post-holder may be required to support the multi-disciplinary team, providing administrative support as required, in line with the needs of the Practice.

Main Duties and Responsibilities of the Post:

The following are the core responsibilities of the post. There may, on occasion, be a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels. Practice policies and protocols should be followed. Strict confidentiality should be maintained.

• Processing of referral letters to secondary care and other providers.
• Electronic filing and sending of letters.
• Processing NHS & Private Reports, Private Medical Attendance reports for Insurance Companies. Photocopying, Scanning/Filing Documents as necessary.
• Answer and action GP, Nurse and Practice Team enquiries via the Practice electronic systems and emails.

Team Management

• Manage the day-to-day running of the team, ensuring adequate staffing and effective workflow management.
• Authorise team annual leave and ensure appropriate cover is maintained.
• Conduct annual appraisals, return-to-work interviews, regular 1:1 meetings, and team meetings.
• Lead on recruitment activities, including shortlisting, interviewing, and on-boarding new team members.
• Provide ongoing training, mentoring, and support to ensure team members are equipped to perform effectively.
• Promote a positive, collaborative, and high-performing team culture.

Specific Tasks

• Process patient referral letters.
• Attach electronic ERS referrals; liaise with secondary care; follow up of non-appointed patients; send out appointment booking details to patients; assist patients with the booking of ERS appointments. Resolve any arising issues.
• Process incoming documents and forward as appropriate.
• Electronic referral templates. Creation and maintenance of standard letters and forms.
• Process other documents as requested.
• Maintain computer files of stored documents.
• Liaise with secondary care and other outside agencies.
• Insurance Documents & Non-NHS Work
• Photocopy and scan insurance documents i.e. medical examination forms.
• Generate an Invoice and log accordingly.
• Log onto EMIS patient record when completed and sent.
• Email: Sending and receiving documents via emailis a large part of the role, so confidence in using Microsoft Outlook is vital
• Add referral templates to EMIS.
• Maintain address and telephone number files (computer and hard copy).
• Check letterheads are up to date.
• Check workspace is up to date and tidy.

GP Referral Audits

• Keeping all GP referral audits up-to-date and processing these for review .

Special Requirements of the Post

• Good word processing and computer skills.
• An ability to work without direct supervision.
• An ability to take responsibility.
• An ability to organise own workload.
• Excellent communication skills.
• To adhere to the need for strict confidentiality.
• Flexibility to cover holidays and sickness.
• Accuracy and attention to detail.
• Able to work under pressure.

This job description may be subject to change with the agreement of all parties.

Person Specification

Qualifications

Essential

• GCSEs (A-C/4-9) or equivalent including Maths and English.
• Proven working knowledge of Microsoft Office Word, Excel, PowerPoint & Outlook.
• Effective and professional communication.
• Methodical, highly organised and analytical
• Attention to detail
• Ability to prioritise and manage time effectively
• Awareness and understanding of data protection and patient confidentiality.
• Responsible and flexible.
• Knowledge of the EMIS clinical system and e-referrals.

Desirable

• Qualifications in typing/word processing.
• Customer service experience.
• Working to and achieving deadlines.
• Ability to work independently and within a team.
• Ability to work under pressure.
• Self-motivated and team driven.
• Experience of working in primary care.

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.

Employer details

Employer name

Little Common Surgery

Address

82 Cooden Sea Road

Bexhill-on-sea

East Sussex

TN39 4SP

Employer's website

https://www.oldtownsurgery.org.uk/ (Opens in a new tab)