Medical Secretary

Job description

Job responsibilities

Primary Responsibilities

The following are the core responsibilities of the medical secretary. There may on occasion, be a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Typing letters, referrals, reports and associated documentation as required

b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently and in line with current policies and guidelines

c. Manage all enquires from patients and colleagues in an effective manner

d. Maintain an accurate referrals database

e. Action all incoming emails

f. Produce ad hoc letters as requested

g. Scanning of patient related documentation and attaching scanned documents to patients healthcare records via the clinical system ( systmone)

h. Input data into the patients healthcare records as necessary

i. Process referrals using the electronic referral system (ERS)

j. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms

k. Read code data on Systmone

l. Adhere to strict data protection and security guidelines at all times, Complete all mandatory training requirements.

m. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

n. Manage all administrative queries as necessary

o. Carry out system searches as requested

p. Support all clinical staff with general administrative tasks as requested

q. Participate in all mandatory training and quality improvement activities as identified by the practice and as required for your role

Secondary Responsibilities

In addition to the primary responsibilities, the medical secretary may be requested to

a. Have a degree of flexibility to cover annual leave / sickness when needed and as required to meet the needs of the practice during busier periods

b. Partake in audit as directed by the audit lead

c. Produce meeting agendas and record the minutes of meetings

d. Complete opening and closing procedures in accordance with practice needs

Person Specification

Experience

Essential

• Experience of working in a health care setting as a medical secretary
• Experience of working with the general public
• Experience of administrative duties
• Understand the principles of data security and protection
• Excellent communication skills (written and oral)
• Proficiency in using computers, word processing software, and other relevant IT systems
• Clear, polite telephone manner
• Competent in the use of 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
• 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
• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

Desirable

• Previous experience of Systmone and digital dictation systems
• A good understanding of medical terminology

Qualifications

Essential

• Educated to GCSE level or equivalent
• GCSE Mathematics & English (C or above)
• Excellent verbal and written communication
• Proficient in using computers, word processing software

Desirable

• AMSPAR qualification
• Typing or word processing qualification
• Knowledge of medical terminology

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

Borough Road & Nunthorpe Medical Group

Address

Borough Road

Middlesbrough

Cleveland

TS1 3RY

Employer's website

https://www.boroughroadandnunthorpe.nhs.uk/ (Opens in a new tab)