Medical Secretary

Job description

Job responsibilities

The post-holder is a Medical Secretary.

To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.

Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies. Furthermore, duties can also include supporting the administration and receptionist teams as required.

To be responsible for SNOMED CT coding of relevant information into patients electronic healthcare records on the clinical system, adhering to the organisations coding policy.

The post-holder will be an integral part of the general practice team.

Primary key responsibilities

The following are the core responsibilities of the Medical Secretary in delivering health services. 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. Type letters, reports and associated documentation as required and within the specified timescales as appropriate for the referral

b. Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

c. Manage all enquiries in an effective manner

d. Maintain an accurate referrals database

e. Action all incoming email within a timely manner

f. Process calling letters as requested

g. Scan documentation and attach scanned documents to patients healthcare records

h. Accurately input and code SNOMED CT data on the clinical IT system

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

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

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

l. Manage all administrative queries as necessary

m. Conduct clinical system searches as requested

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

o. Maintain a clean, tidy, effective working area at all times

p. Be an integral part of the general practice team

q. Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children

r. Undertake all mandatory training and induction programmes

s. Contribute to and embrace the spectrum of clinical governance

t. Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed

Wider responsibilities

In addition to the primary responsibilities, the Medical Secretary has the following wider responsibilities:

a. Participate in local initiatives to enhance service delivery and patient care

b. Produce meeting agendas and record the minutes of meetings

c. Support reception staff, providing cover during staff absences

d. Support and participate in shared learning

e. Complete opening and closing procedures in accordance with the duty rota

Skills

• Proven office experience with strong organisational skills
• Previous administrative experience within a healthcare setting is highly desirable
• Excellent communication skills, both written and verbal
• Proficiency in using office software such as Microsoft Office Suite (Word, Excel, Outlook)
• Ability to prioritise tasks effectively in a fast-paced environment
• Attention to detail and confidentiality when handling sensitive information
• Friendly demeanour with a professional attitude towards patients and colleagues

This role is ideal for motivated individuals seeking to utilise their administrative skills within a supportive healthcare environment. The position is paid and offers opportunities for professional development.

Person Specification

Knowledge and skills

Essential

• Excellent communication skills and effective in communicating and understanding patient needs
• Competent in the use of MS Office and Outlook
• Problem solver with the ability to process information accurately and effectively, interpreting data as required
• Ability to use own initiative, discretion, and sensitivity
• Understanding of clinical coding
• Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity
• Ability to work as a team member and autonomously
• Sensitive and empathetic in distressing situations
• Good organisational skills
• Clinical IT system user skills and the ability to record accurate notes
• Ability to effectively utilise resources
• Punctual and committed to supporting the team effort
• High levels of integrity and loyalty
• Clear, polite telephone manner
• Flexible and cooperative
• Motivated
• Understanding of safeguarding adults and children
• Knowledge of and ability to work to key policies and procedures

Desirable

• Chaperone procedure
• Demonstrate personal accountability, emotional resilience and ability to work well under pressure

Experience

Essential

• Experience of working with the general public
• Experience of administrative duties

Desirable

• Experience of working in a healthcare setting as a medical secretary

Qualifications

Essential

• A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English

Desirable

• NVQ Level 2 in Health and Social Care
• Level 3 in Medical Terminology

Other requirements/wider responsibilities

Essential

• Disclosure Barring Service (DBS) check
• Occupational Health clearance

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

Crown Wood Medical Centre

Address

4a Crown Row

Crown Wood

Bracknell

Berkshire

RG12 0TH

Employer's website

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