Job summary
We are looking for an enthusiastic and self-motivated Medical Secretary to join our friendly practice team.
The ideal candidate would have experience of using EMIS system, good sound knowledge of medical terminology, and have worked as a Medical Secretary within the NHS.
You must be accurate, have good communication skills, be a team player, and also be able to work flexibly in the absence of colleagues.
Main duties of the job
Key Responsibilities
- Provide efficient copy typing and word processing for GPs, health professionals, and the wider team, including letters, reports, minutes, referrals, and care plans.
- Book appointments and referrals, using the E-Referral Service where possible, and track follow-up actions.
- Maintain accessible and secure filing and administrative systems in line with GDPR and practice protocols.
- Handle incoming and outgoing calls, taking messages and responding to queries appropriately.
- Update patient records, care plans, and referral notes accurately and promptly.
- Act as a key contact for patients with complex needs, coordinating care across services.
- Check the internal portal daily for updates and ensure relevant actions are completed.
- Organise meetings, prepare agendas and documents, take minutes, and follow up on actions.
- Build relationships with local health and community services, attending relevant meetings.
- Verify all two-week wait referrals are received by hospitals and escalate delays.
- Gather statistics, reports, and data for management and quality improvement.
- Provide cover for absent secretarial staff to ensure service continuity.
- Greet and direct patients and visitors professionally, offering support and signposting to services.
About us
We are a busy practice with a list size of 14,300 patients. You would be joining a friendly Medical Secretarial team within our Admin Department.
Job description
Job responsibilities
Key Responsibilities
-
Type letters, reports, minutes, referrals, and care plans quickly and accurately.
-
Book appointments and make referrals, using the E-Referral Service where possible, and follow up on actions.
-
Keep filing systems tidy, secure, and easy to use, following GDPR rules.
-
Answer and make calls, take messages, and deal with queries politely.
-
Keep patient records and care plans up to date.
-
Help patients with ongoing or complex needs by coordinating their care with the right people and services.
-
Check the staff portal daily for updates and complete any tasks.
-
Organise meetings, prepare papers, take notes, and make sure agreed actions are done.
-
Build good relationships with local health and community services and attend meetings when needed.
-
Check all urgent (two-week wait) referrals have been received by hospitals and chase up if not.
-
Collect and prepare information for reports and quality checks.
-
Cover for secretarial staff when they are off.
-
Welcome and guide patients and visitors, keeping information private and acting professionally.
Job description
Job responsibilities
Key Responsibilities
-
Type letters, reports, minutes, referrals, and care plans quickly and accurately.
-
Book appointments and make referrals, using the E-Referral Service where possible, and follow up on actions.
-
Keep filing systems tidy, secure, and easy to use, following GDPR rules.
-
Answer and make calls, take messages, and deal with queries politely.
-
Keep patient records and care plans up to date.
-
Help patients with ongoing or complex needs by coordinating their care with the right people and services.
-
Check the staff portal daily for updates and complete any tasks.
-
Organise meetings, prepare papers, take notes, and make sure agreed actions are done.
-
Build good relationships with local health and community services and attend meetings when needed.
-
Check all urgent (two-week wait) referrals have been received by hospitals and chase up if not.
-
Collect and prepare information for reports and quality checks.
-
Cover for secretarial staff when they are off.
-
Welcome and guide patients and visitors, keeping information private and acting professionally.
Person Specification
Experience
Essential
- Essential Criteria
- Experience using the EMIS clinical system.
- Previous use of the eRS (Electronic Referral Service) pathway.
- Previous NHS experience applicants from both primary and secondary care will be considered.
- Strong written and spoken communication skills, including accurate typing.
- Good working knowledge of Microsoft Office, especially Word and Excel.
Qualifications
Essential
- Knowledge of medical terminology
Person Specification
Experience
Essential
- Essential Criteria
- Experience using the EMIS clinical system.
- Previous use of the eRS (Electronic Referral Service) pathway.
- Previous NHS experience applicants from both primary and secondary care will be considered.
- Strong written and spoken communication skills, including accurate typing.
- Good working knowledge of Microsoft Office, especially Word and Excel.
Qualifications
Essential
- Knowledge of medical terminology
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.
