Job summary
We are seeking a dedicated and organised Medical Secretary to join our healthcare team. The ideal candidate will have strong administrative and office experience, playing a key role in ensuring the smooth operation of our medical practice. This position is essential in providing excellent support to our healthcare professionals and delivering a positive experience for our patients.
We are looking for someone who can quickly integrate into the practice and contribute their skills to our fast-paced GP surgeries. Our two sites collectively serve approximately 28,000 patients.
Main duties of the job
Please see the Job Description below for a full list of duties and responsibilites applicable to this position.
About us
Ireland Wood and Horsforth Medical Practice is the second-largest GP practice in the Leeds area, serving a population of 28,000 patients across two sites: Ireland Wood Surgery and New Croft Surgery.
We are a forward-thinking, large team comprising GP Partners, salaried GPs, and a multidisciplinary team (MDT), supported by our wider management and administrative teams.
Job description
Job responsibilities
The post holder is responsible for all GP medical secretarial support using dictation software and other means of secretarial paperwork. The post holder is also responsible for Choose and Book administration and associated referrals.
Main Duties and Responsibilities
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Type up dictated letters and referrals from Lexacom using relevant referral templates.
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Use the e-referral system to select the appropriate specialty and clinic, providing patients with a shortlist of available services to enable appointment booking.
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Send e-referral paperwork to patients with a covering letter.
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Fax or email non e-referrals to the appropriate service.
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Type and copy medical reports, raise invoices, and maintain invoice spreadsheets where applicable.
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Handle requests for copies of medical records, including:
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Sending out requests for prior payment.
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Printing electronic records.
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Photocopying paper records.
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Sending records via recorded delivery and entering details on a spreadsheet.
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Scan letters that need to be sent electronically with referrals.
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Record all outgoing post in the post book and ensure all mail is stamped.
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Take surgery post to the post box as required.
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Check and action NHS mail (both personal and practice accounts).
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Check and action internal emails.
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Check tasks on SystmOne, taking necessary action by contacting patients or hospitals.
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Check and action e-referral worklists.
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Create and edit referral and other letter templates in SystmOne Documents.
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Answer telephone enquiries relating to referrals, reports, letters, etc.
-
Undertake any other duties requested by the Senior Management team. The Partners reserve the right to amend the job description according to business requirements.
Job description
Job responsibilities
The post holder is responsible for all GP medical secretarial support using dictation software and other means of secretarial paperwork. The post holder is also responsible for Choose and Book administration and associated referrals.
Main Duties and Responsibilities
-
Type up dictated letters and referrals from Lexacom using relevant referral templates.
-
Use the e-referral system to select the appropriate specialty and clinic, providing patients with a shortlist of available services to enable appointment booking.
-
Send e-referral paperwork to patients with a covering letter.
-
Fax or email non e-referrals to the appropriate service.
-
Type and copy medical reports, raise invoices, and maintain invoice spreadsheets where applicable.
-
Handle requests for copies of medical records, including:
-
Sending out requests for prior payment.
-
Printing electronic records.
-
Photocopying paper records.
-
Sending records via recorded delivery and entering details on a spreadsheet.
-
Scan letters that need to be sent electronically with referrals.
-
Record all outgoing post in the post book and ensure all mail is stamped.
-
Take surgery post to the post box as required.
-
Check and action NHS mail (both personal and practice accounts).
-
Check and action internal emails.
-
Check tasks on SystmOne, taking necessary action by contacting patients or hospitals.
-
Check and action e-referral worklists.
-
Create and edit referral and other letter templates in SystmOne Documents.
-
Answer telephone enquiries relating to referrals, reports, letters, etc.
-
Undertake any other duties requested by the Senior Management team. The Partners reserve the right to amend the job description according to business requirements.
Person Specification
Experience
Essential
- IT Literate
- Sound and working knowledge of Windows/Microsoft Office
- Sound and working knowledge of Excel and database systems
- Awareness of data security requirements
- Excellent communication and interpersonal skills
- Excellent written communication skills
- Time management
- Listening skills
- Diplomacy & conflict management skills
- Full understanding of the need for confidentiality
- Able to work flexibly and adapt accordingly
- Willing to undergo CPD, mandatory and professional training
- Ability to work under pressure
- Excellent punctuality and timekeeping
Desirable
- Knowledge of clinical software e.g. Emis Web or other
- Experience in GP environment/Primary Care/NHS
- Car owner
Qualifications
Essential
- Secretarial qualification/equivalent skills
- English/Maths GCSE
Desirable
- CLAiT 2/3 or equivalent qualification
- ECDL
Person Specification
Experience
Essential
- IT Literate
- Sound and working knowledge of Windows/Microsoft Office
- Sound and working knowledge of Excel and database systems
- Awareness of data security requirements
- Excellent communication and interpersonal skills
- Excellent written communication skills
- Time management
- Listening skills
- Diplomacy & conflict management skills
- Full understanding of the need for confidentiality
- Able to work flexibly and adapt accordingly
- Willing to undergo CPD, mandatory and professional training
- Ability to work under pressure
- Excellent punctuality and timekeeping
Desirable
- Knowledge of clinical software e.g. Emis Web or other
- Experience in GP environment/Primary Care/NHS
- Car owner
Qualifications
Essential
- Secretarial qualification/equivalent skills
- English/Maths GCSE
Desirable
- CLAiT 2/3 or equivalent qualification
- ECDL
