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 and community Eye Clinic
Main duties of the job
- Provide full administrative and secretarial support to the clinical team, including preparing and processing referrals, reports, and correspondence.
- Handle incoming and outgoing communications efficiently, including hospital letters, emails, and phone calls.
- Liaise with hospitals, community services, and patients to ensure information is shared accurately and promptly.
- Maintain accurate and confidential patient records in line with practice and NHS policies.
- Support workflow management and assist the administrative team as needed.
- Participate in the monthly MDT, including taking minutes and sending meeting invites.
About us
Ireland Wood & Horsforth Medical Practice is a vibrant,
highly regarded GP practice in Leeds, caring for one of the citys largest
patient populations, with around 28,000 patients across two modern,
purpose-built sites.
We have a large and diverse team, including GP partners,
salaried doctors, and an experienced nursing team. We have a real focus on
training and development and offer excellent opportunities to learn, develop,
and expand your skills. We are passionate about creating a welcoming,
supportive workplace where our team can thrive and reach their full potential.
Putting patients at the heart of everything we do, we pride
ourselves on offering excellent access, continuity of care, and a friendly,
professional environment. Our practices are part of the Woodsley and Holt Park
Primary Care Network, serving the LS16 and LS18 communities with energy,
dedication, and a forward-thinking approach to healthcare.
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.
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
