Job summary
As an employer, we recognise that a Medical Secretary plays a vital administrative role in our healthcare setting, ensuring the smooth operation of our medical offices. We rely on them to manage essential tasks such as scheduling hospital appointments and referring patients to the appropriate departments, handling patient records, processing invoices and insurance forms, and serving as the primary point of contact for our patients.
We seek candidates with strong organisational, communication, and computer skills, as well as a solid understanding of medical terminology and confidentiality requirements. While a high school diploma is the minimum requirement, we prefer applicants who have additional training or certification in medical office administration. Our Medical Secretaries collaborate closely with doctors, nurses, and patients to ensure the delivery of efficient and compassionate healthcare.
Main duties of the job
In a GP surgery, the Referral Writer and Insurance Form Coordinator plays an important administrative role in patient care. The main tasks include processing referrals to secondary care or community services, making sure all necessary clinical details are included, and completing referrals according to NHS or private pathways. This involves using systems like e-RS, collaborating with clinicians for additional information, and tracking referrals to ensure timely follow-ups.
The role also covers managing various insurance-related forms, such as private insurance claims, medical reports, and patient or insurer-requested letters. This requires strong attention to detail, knowledge of GDPR and consent rules, and regular coordination with GPs to complete documents accurately.
Key skills include strong organisation, familiarity with medical terminology, and the ability to handle pressure. The role ensures efficient patient care by completing referral and insurance processes accurately and promptly, while maintaining confidentiality and professionalism.
About us
The GP surgery was established in 1970 through the merger of three single-handed GPs Dr. Eglinton, Dr. Hill, and Dr. Young. It relocated to Millway in 1972 and later moved to its current premises on Hartley Avenue in 1998. The building was converted to support the needs of a growing, modern general practice. Since its founding, the patient list size has expanded from 14,000 to 23,900. The team has also grown significantly, increasing staff members, reflecting the ongoing development and demand for comprehensive primary care services.
Job description
Job responsibilities
We are seeking a detail-oriented and reliable Medical Secretary with experience in healthcare administration, particularly in writing referrals and processing insurance forms. The ideal candidate will play a crucial role in ensuring accurate documentation, timely communication with healthcare providers and insurers or stakeholders, and maintaining strict patient confidentiality .We are looking for a detail-oriented and reliable Medical Secretary with experience in healthcare administration, particularly in writing referrals and processing insurance forms. The ideal candidate will play a critical role in ensuring accurate documentation, timely communication with healthcare providers and insurers, and maintaining strict patient confidentiality.
Referral Management:
- Accurately prepare, submit, and track medical referrals to specialists, hospitals, and ancillary service providers.
- Coordinate with physicians and patients to gather necessary documentation and information.
- Follow up with external providers to confirm appointment scheduling and the completion of referrals.
Insurance Form Processing:
- Complete and submit insurance forms (e.g., prior authorisations, claims forms, and medical necessity documentation).
- Liaise with insurance companies for pre-certifications, approvals, and clarifications.
- Track the status of submitted forms and provide updates to patients and providers as needed.
Confidentiality & Compliance:
- Maintain strict confidentiality of all patient records and personal information.
- Comply with UK GDPR regulations and institutional policies related to patient data privacy.
- Ensure that all electronic and paper documentation is securely stored and accessible only to authorised personnel.
Administrative Support:
- Answer phone calls, respond to inquiries, and relay messages accurately.
- Maintain updated records in the electronic medical record (EMR) system.
- Assist with general administrative tasks such as scheduling, filing, and correspondence.
Job description
Job responsibilities
We are seeking a detail-oriented and reliable Medical Secretary with experience in healthcare administration, particularly in writing referrals and processing insurance forms. The ideal candidate will play a crucial role in ensuring accurate documentation, timely communication with healthcare providers and insurers or stakeholders, and maintaining strict patient confidentiality .We are looking for a detail-oriented and reliable Medical Secretary with experience in healthcare administration, particularly in writing referrals and processing insurance forms. The ideal candidate will play a critical role in ensuring accurate documentation, timely communication with healthcare providers and insurers, and maintaining strict patient confidentiality.
Referral Management:
- Accurately prepare, submit, and track medical referrals to specialists, hospitals, and ancillary service providers.
- Coordinate with physicians and patients to gather necessary documentation and information.
- Follow up with external providers to confirm appointment scheduling and the completion of referrals.
Insurance Form Processing:
- Complete and submit insurance forms (e.g., prior authorisations, claims forms, and medical necessity documentation).
- Liaise with insurance companies for pre-certifications, approvals, and clarifications.
- Track the status of submitted forms and provide updates to patients and providers as needed.
Confidentiality & Compliance:
- Maintain strict confidentiality of all patient records and personal information.
- Comply with UK GDPR regulations and institutional policies related to patient data privacy.
- Ensure that all electronic and paper documentation is securely stored and accessible only to authorised personnel.
Administrative Support:
- Answer phone calls, respond to inquiries, and relay messages accurately.
- Maintain updated records in the electronic medical record (EMR) system.
- Assist with general administrative tasks such as scheduling, filing, and correspondence.
Person Specification
Qualifications
Essential
- High school diploma or equivalent; post-secondary training in medical administration is a plus.
- 1+ year experience in a medical office setting, preferably in referral coordination or insurance processing.
- Knowledge of medical terminology and health insurance processes.
- Familiarity with EMR systems (e.g., EMIS) and standard office software (e.g., MS Office).
- Strong organisational, communication, and multitasking skills.
- Understanding of and commitment to patient confidentiality and data protection laws.
Person Specification
Qualifications
Essential
- High school diploma or equivalent; post-secondary training in medical administration is a plus.
- 1+ year experience in a medical office setting, preferably in referral coordination or insurance processing.
- Knowledge of medical terminology and health insurance processes.
- Familiarity with EMR systems (e.g., EMIS) and standard office software (e.g., MS Office).
- Strong organisational, communication, and multitasking skills.
- Understanding of and commitment to patient confidentiality and data protection laws.
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.
