Job summary
The role of Medical Secretary is to provide a broad range of secretarial functions for all clinicians to support
the business needs of Parkbury House Surgery at both the main and branch surgeries. The medical
secretaries may be based at either site.
Responsible for ensuring that all referrals made from the practice by secretaries or clinicians are
appropriate and follow the correct pathway. Making sure that all clinicians know how to use DXS and what
is available.
Main duties of the job
Use the Practice Referral Users Guide and DXS to make
patient referrals via e-Referrals and email, ensuring the most suitable
appointments are arranged.
Manage and update draft referral forms in DXS and maintain
the referrals guide.
Monitor the e-Referrals system for progress, ensuring
referrals are sent, and address any rejected, cancelled, or submitted cases.
Handle e-Referrals enquiries from patients and hospitals,
including managing the dedicated NHS.net referrals inbox.
Provide induction on referral procedures for new
Registrars/GPs.
Complete daily emails and end-of-day tasks, providing cover
for absent Medical Secretary staff when required.
Communicate effectively with colleagues, doctors, nurses,
and other healthcare staff.
Organise and manage own workload to meet targets, escalating
complex issues to colleagues or the Line Manager.
Attend relevant meetings, comply with surgery policies, and
implement local procedures.
Undertake additional duties or extra hours as requested to
cover sickness or leave.
About us
At Parkbury House Surgery, located in the heart of St Albans and serving over 22,000 patients, were proud to be a progressive, Equality Act - compliant training practice offering exceptional primary care across two sites: our main practice on St Peters Street and our branch in Sandridge. We value our excellent team members and promote employee wellbeing. We hold regular team socials, provide a free 24/7 Employee Assistance Programme for our staff and their immediate families and of course, free Coffee/Tea! Were not just about high-quality care were about creating a team where everyone thrives. With eight GP partners, 19 salaried GPs, and an outstanding multidisciplinary team (including Nurses, HCAs, Pharmacists, Physician Associates, and First contact physiotherapists), were committed to delivering innovative, patient-centred care. Our advanced triage systems including eConsult and same-day telephone triage ensure patients are seen by the right person, at the right time. The practice is easily accessible by public transport but there is also free parking for staff members on site.
Job description
Job responsibilities
Main Duties and responsibilities:
- Use the practice referral users guide and DXS to make referrals through e-Referrals & email in order to determine the best possible ways to make patient appointments and refer accordingly.
- Manage draft referral forms in DXS.
- Maintain the referrals guide.
- Monitor e-Referrals system to check referrals go down the link & looking out for rejected / cancelled or submitted referrals.
- Communicate with patients and hospitals regarding e-Referrals enquiries including managing and monitoring the Parkbury House Medical Secretaries dedicated nhs.net email account.
- Provide an introduction to all newly joined Registrars/GPs about the surgerys referral procedures.
- To always complete emails and end of day tasks.
- Provide cover for absence, of Medical Secretary Staff, as required ensuring continuity of work.
- Effectively communicate with team members, doctors, nursing staff and others.
- Manage own workload to ensure work is accurate and complete to meet targets and communicate any problems to the Line Manager.
- Work mainly on own initiative but referring more complex issues to colleagues or Line manager.
- Undertake other duties as required commensurate with the post.
- Attend any meeting that is appropriate as necessary.
- Comply with Parkbury House Surgeries policies and procedures and implementing local policies when required.
- Undertake all reasonable requests from Line Manager.
- To help cover sickness and leave by working extra hours when needed. This would be paid as overtime.
Confidentiality:
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their careers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
- Failure to observe confidentiality constitutes gross misconduct and will lead to immediate dismissal.
- To comply at all times with Confidentiality and Information Governance policies
Health & Safety:
- Using personal security systems within the workplace according to practice guidelines.
- Identifying risks involved in work activities and undertake such activities in a way that manages those risks.
- Making effective use of training to update knowledge and skills.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
- Reporting potential risks identified.
- Reporting accidents and incidents to the Line Manager.
Equality and Diversity:
- Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
- Participation in an individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
- All members of staff are required to attend and participate in quarterly Practice training afternoons.
- In addition you will be expected to attend any training or team development meetings
- You will be expected to attend Staff Meetings which will be held regularly to discuss current issues, share information and aid communication.
Quality:
- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, both directly and under supervision.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
- Work effectively with individuals in other agencies to meet patients needs.
- Effectively manage own time, workload and resources.
Communication:
- Communicate effectively with colleagues, patients, carers and anyone else associated with the Practice.
- Recognise peoples needs for alternative methods of communication and respond accordingly.
Job description
Job responsibilities
Main Duties and responsibilities:
- Use the practice referral users guide and DXS to make referrals through e-Referrals & email in order to determine the best possible ways to make patient appointments and refer accordingly.
- Manage draft referral forms in DXS.
- Maintain the referrals guide.
- Monitor e-Referrals system to check referrals go down the link & looking out for rejected / cancelled or submitted referrals.
- Communicate with patients and hospitals regarding e-Referrals enquiries including managing and monitoring the Parkbury House Medical Secretaries dedicated nhs.net email account.
- Provide an introduction to all newly joined Registrars/GPs about the surgerys referral procedures.
- To always complete emails and end of day tasks.
- Provide cover for absence, of Medical Secretary Staff, as required ensuring continuity of work.
- Effectively communicate with team members, doctors, nursing staff and others.
- Manage own workload to ensure work is accurate and complete to meet targets and communicate any problems to the Line Manager.
- Work mainly on own initiative but referring more complex issues to colleagues or Line manager.
- Undertake other duties as required commensurate with the post.
- Attend any meeting that is appropriate as necessary.
- Comply with Parkbury House Surgeries policies and procedures and implementing local policies when required.
- Undertake all reasonable requests from Line Manager.
- To help cover sickness and leave by working extra hours when needed. This would be paid as overtime.
Confidentiality:
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their careers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
- Failure to observe confidentiality constitutes gross misconduct and will lead to immediate dismissal.
- To comply at all times with Confidentiality and Information Governance policies
Health & Safety:
- Using personal security systems within the workplace according to practice guidelines.
- Identifying risks involved in work activities and undertake such activities in a way that manages those risks.
- Making effective use of training to update knowledge and skills.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
- Reporting potential risks identified.
- Reporting accidents and incidents to the Line Manager.
Equality and Diversity:
- Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
- Participation in an individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
- All members of staff are required to attend and participate in quarterly Practice training afternoons.
- In addition you will be expected to attend any training or team development meetings
- You will be expected to attend Staff Meetings which will be held regularly to discuss current issues, share information and aid communication.
Quality:
- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, both directly and under supervision.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
- Work effectively with individuals in other agencies to meet patients needs.
- Effectively manage own time, workload and resources.
Communication:
- Communicate effectively with colleagues, patients, carers and anyone else associated with the Practice.
- Recognise peoples needs for alternative methods of communication and respond accordingly.
Person Specification
Personal qualities
Essential
- Excellent literacy and numeracy skills
- Excellent communication skills both written and oral
- Good management and prioritisation of workload
- Ability to multi-task
- Able to work well under pressure and to deadlines
- Ability to work without direct supervision
- Ability to work well in an integrated multi-skilled team
- Sensitivity and ability to empathise
- Confidence, tact and diplomacy
- Confidentiality
- Initiative, flexibility and adaptability
- Accurate and thorough approach
- Demonstrate initiative, resourcefulness and common sense
- Organised and reliable
- Willingness to work towards professional and performance objectives
- Conscientious
Other requirements
Essential
- Interest in learning and personal development
- Flexible approach to undertaking a wide variety of tasks
- Driving license and & car or access to transport as and when needed as may work between sites
- Flexible regarding working hours
Skills & Knowledge
Essential
- Touch Typing at speed
- IT literate with excellent Microsoft Office skills
- Professional telephone manner.
- Capacity to learn
- Well-developed interpersonal skills.
- Organisational skill
- Time management skills
- Good written and verbal communication skills.
- Confident communicating with patients and staff members
Desirable
- Knowledge of using Emis or other clinical systems;
- Knowledge of Docman
- Knowledge of e-Referrals
Qualifications
Essential
- Good standard of education GCSE Grade A-C or equivalent, including maths and English
Desirable
- Medical Secretary Courses or Diploma (preferably CPD accredited)
- Diploma in Medical Administration
- Medical Terminology
- Secretarial/ Admin Diploma
- Continual professional development courses and training
Experience
Essential
- Previous admin/secretarial experience
Desirable
- Audio Typing
- Experience of working in general practice or a care environment
Person Specification
Personal qualities
Essential
- Excellent literacy and numeracy skills
- Excellent communication skills both written and oral
- Good management and prioritisation of workload
- Ability to multi-task
- Able to work well under pressure and to deadlines
- Ability to work without direct supervision
- Ability to work well in an integrated multi-skilled team
- Sensitivity and ability to empathise
- Confidence, tact and diplomacy
- Confidentiality
- Initiative, flexibility and adaptability
- Accurate and thorough approach
- Demonstrate initiative, resourcefulness and common sense
- Organised and reliable
- Willingness to work towards professional and performance objectives
- Conscientious
Other requirements
Essential
- Interest in learning and personal development
- Flexible approach to undertaking a wide variety of tasks
- Driving license and & car or access to transport as and when needed as may work between sites
- Flexible regarding working hours
Skills & Knowledge
Essential
- Touch Typing at speed
- IT literate with excellent Microsoft Office skills
- Professional telephone manner.
- Capacity to learn
- Well-developed interpersonal skills.
- Organisational skill
- Time management skills
- Good written and verbal communication skills.
- Confident communicating with patients and staff members
Desirable
- Knowledge of using Emis or other clinical systems;
- Knowledge of Docman
- Knowledge of e-Referrals
Qualifications
Essential
- Good standard of education GCSE Grade A-C or equivalent, including maths and English
Desirable
- Medical Secretary Courses or Diploma (preferably CPD accredited)
- Diploma in Medical Administration
- Medical Terminology
- Secretarial/ Admin Diploma
- Continual professional development courses and training
Experience
Essential
- Previous admin/secretarial experience
Desirable
- Audio Typing
- Experience of working in general practice or a care environment
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.