Medical Secretary

Job description

Job responsibilities

Main Responsibilities

Provide an efficient audio, copy typing, and word processing service for GPs and other health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memoranda, and other correspondence in an accurate and high-quality manner.

Process referrals and advice & guidance requests via the e-Referral Service (ERS), including urgent two-week wait (2WW) suspected cancer referrals, as well as urgent and routine referrals.

Manage rejected referrals, ensuring appropriate signposting or resubmission as required.

Process Subject Access Requests (SARs) for medical records in line with data protection legislation.

Retrieve medical records and assist with the completion of medical or insurance reports.

Process medical reports and letters, including the use of the practices invoicing system.

Handle payment paperwork and cash transactions in accordance with practice procedures.

Maintain accurate spreadsheets and databases to support administrative tasks.

Be familiar with local services and referral criteria to ensure appropriate signposting.

Carry out clinical and administrative coding within patient medical records accurately.

Support the achievement of Quality and Outcomes Framework (QOF) targets through accurate data entry and documentation.

Monitor, respond to, and manage emails sent to and from the secretarial mailbox in a timely manner.

Liaise effectively with hospitals, community services, outside agencies, and patients to support the delivery of coordinated care.

Assist managers with clerical and administrative duties as required.

Establish and maintain effective filing and administrative systems to ensure that written and electronic information is easily accessible, up to date, and secure.

File patient records and correspondence accurately within patient medical records.

Receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communication, taking messages and dealing with queries as appropriate.

Maintain the clinical computer system accurately and securely, ensuring compliance with confidentiality policies.

Provide cover for members of the secretarial team during periods of sickness, annual leave, or high workload.

Receive, sort, and dispatch incoming and outgoing mail promptly.

Participate actively in team meetings, staff training sessions, and development activities as required.

Ancillary duties:

Undertake other reasonable clerical or administrative tasks associated with the role of a secretary.

Assist with the organisation and facilitation of influenza vaccination programmes and COVID-19 vaccination booking and administration where required.

Provide support to the reception and administrative teams, covering gaps in rotas or staffing to ensure the smooth running of the practice.

Assist with the collection of statistics, data, and information as required, including supporting audits for managers and healthcare staff.

Support audit and data-gathering activities as directed by managers or clinicians.

Attend meetings, take accurate minutes, and distribute them appropriately.

Maintain adequate supplies of office stationery to ensure secretarial and administrative tasks can be completed efficiently.

Person Specification

Experience

Desirable

• Experience of working in GP practice

Qualifications

Essential

• GCSE grade A to C in English and Maths

Desirable

• Medical Terminology Qualification

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

Brewood Medical Practice

Address

Kiddemore Green Road

Brewood

Stafford

ST19 9BQ

Employer's website

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