Medical Secretary

Job responsibilities

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. Be familiar with local services and referral criteria

c. Manage all enquiries in an effective manner

d. Maintain an accurate referrals database

e. Action all incoming email within a timely manner

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

g. Process referrals using the electronic referral system (ERS), including urgent two week waits (2WW) suspected cancer referrals.

h. Manager rejected referrals, ensuring appropriate signposting or resubmission as required.

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

j. Manage all administrative queries as necessary

k. Conduct clinical system searches as requested

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

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

n. Be an integral part of the general practice team

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

p. Undertake all mandatory training and induction programmes

q. Contribute to and embrace the spectrum of clinical governance

r. 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.

s. Any other duties as requested by the Practice Manager and/or Reception Team Lead

Qualifications

Essential

• Good standard of literacy and numeracy
• Typing qualification, i.e., OCR or RSA Diploma

Desirable

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

Knowledge and skills

Essential

• Excellent written and verbal skills
• 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
• Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity
• Ability to work as a team member and autonomously prioritising workload
• 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
• Ability to work to deadlines
• Demonstrate personal accountability, emotional resilience and ability to work well under pressure
• Knowledge of and ability to work to key policies and procedures

Desirable

• Previous knowledge of using Systm1
• Understanding of clinical coding

Experience

Essential

• Experience of working with the general public
• Experience of administrative duties
• Previous digital/audio typing experience

Desirable

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