Medical Secretary

Job description

Job 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

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

Person Specification

Knowledge and skills

Essential

• Excellent communication skills.
• Competent is the use of MS Office and Outlook.
• Problem solver with the ability to process information accurately and effectively, interpreting data as required.
• Understanding of clinical coding.
• Ability to work as a team member and autonomously.
• Good organisational skills.
• Punctual and committed to supporting the team effort.
• High levels of integrity and loyalty.
• Motivated.
• Sensitive and empathetic in stressful or distressing situations.
• Flexible and cooperative.

Desirable

• Chaperone trained

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

• Typing qualification, i.e., OCR or RSA Diploma
• NVQ Level 2 in Health and Social Care
• Level 3 in Medical Terminology

Experience

Essential

• Experience of working as a Medical Secretary for at least 6 months within the last 5 years
• Experience of administrative duties
• Experience of working with the general public

Desirable

• Experience of working in general practice or other healthcare setting

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

Healds Road Surgery

Address

Healds Road

Dewsbury

WF13 4HT

Employer's website

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