Job summary
As a Medical Secretary at our practice, you will play a vital role in ensuring the efficient and effective operation of our practice. You will be responsible for providing administrative and secretarial support to our medical team, enabling them to deliver high-quality patient care. Your role will involve managing patient records, and handling confidential medical information with the utmost discretion.
Main duties of the job
Typing letters, reports and associated documentation as required
Liaising with external agencies such as hospitals and community services,ensuring referrals are processed efficiently
Manage all enquiries in an effective manner
Maintain an accurate referrals database
Process letters, reports, and emails as requested
Input data into the patients healthcare records as necessary
Process referrals using the electronic referral system (ERS)
Process requests for information i.e. SAR, insurance / solicitors letters and DVLAforms
Process patient letter requests for private work accordingly
Manage all administrative queries as necessary
Carry out system searches as requested
Maintain a clean, tidy, effective working area at all times
Support all clinical staff with general administrative tasks as requested
About us
We are rapidly growing GP-led organisation with a mission to ensure that all patients have access to comprehensive, coordinated and continuous care within a sustainable primary care system.
We appreciate that our whole primary care system is struggling, which is causing a negative effect on patient care and staff happiness. We believe that we can turn this around by reimagining how primary care is delivered from the ground up by placing a focus on data insights, technology and clinical innovation.
Ultimately, we want to improve patient access, patient experience and health outcomes to significantly increase the quality of care for our patients. However, we can only build the best primary care service there is if our colleagues are happy, empowered and supported within an excellent working environment.
Job description
Job responsibilities
Medical Record Management:
- Maintain accurate and up-to-date electronic and paper medical records.
- Ensure records are filed appropriately and are easily retrievable when needed.
- Comply with data protection regulations and maintain strict confidentiality.
Correspondence Handling:
- Draft, format, and proofread medical documents, including referral letters and medical reports.
- Manage incoming and outgoing correspondence, ensuring timely response and follow-up.
- Read coding incoming hospital correspondence.
Billing and Coding:
- Assist with billing processes, including verifying patient insurance information.
- Accurately code medical procedures and services for billing purposes.
Team Collaboration:
- Collaborate with other practice staff to ensure seamless patient care.
- Assist colleagues with administrative tasks as needed.
General:
- To take an active part in the appraisal process.
- To comply with all relevant Health and Safety regulations and assist the Practice in the implementation of its own Health and Safety Policy.
- To comply with and actively promote the Practices Equality and Diversity Policy.
- To support sustainability practices and recognise the shared responsibility of carrying out duties in a resource efficient way.
- To undertake any other duties as appropriate.
This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with you. You are required to carry out any duties that may reasonably be requested by the practice management team.
Job description
Job responsibilities
Medical Record Management:
- Maintain accurate and up-to-date electronic and paper medical records.
- Ensure records are filed appropriately and are easily retrievable when needed.
- Comply with data protection regulations and maintain strict confidentiality.
Correspondence Handling:
- Draft, format, and proofread medical documents, including referral letters and medical reports.
- Manage incoming and outgoing correspondence, ensuring timely response and follow-up.
- Read coding incoming hospital correspondence.
Billing and Coding:
- Assist with billing processes, including verifying patient insurance information.
- Accurately code medical procedures and services for billing purposes.
Team Collaboration:
- Collaborate with other practice staff to ensure seamless patient care.
- Assist colleagues with administrative tasks as needed.
General:
- To take an active part in the appraisal process.
- To comply with all relevant Health and Safety regulations and assist the Practice in the implementation of its own Health and Safety Policy.
- To comply with and actively promote the Practices Equality and Diversity Policy.
- To support sustainability practices and recognise the shared responsibility of carrying out duties in a resource efficient way.
- To undertake any other duties as appropriate.
This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with you. You are required to carry out any duties that may reasonably be requested by the practice management team.
Person Specification
Experience
Essential
- Customer care qualifications or experience
- Knowledge and how the NHS works
- Previous experience as a medical secretary or in a similar administrative role is preferred
- Experience of working in a healthcare setting
Desirable
- Working previously as a Medical Secretary
Qualifications
Desirable
Knowledge, skills and other requirements
Essential
- Proficiency in computer applications, including electronic health record systems
- Excellent communication skills, both written and verbal
- Strong organizational and multitasking abilities
- Familiarity with data protection and patient confidentiality regulations
- Attention to detail and accuracy in record-keeping
- Ability to work independently
- Ability to work as a team player
- Initiative and drive
- Pleasant and articulate
- Able to work under pressure
- Self-motivated and positive
- Empathetic, honest, caring
- Adaptable and forward looking
- Diplomatic and considered
- Hard working, willing and flexible
- Observance of strict confidentiality
- Ability to use own judgment, resourcefulness and common sense
- Motivated
- High level of professionalism and discretion
- Effective time management
- Self-directed
Desirable
- Knowledge of medical terminology and coding
- Experience of working with conflict
- Current UK/EU driving license.
Person Specification
Experience
Essential
- Customer care qualifications or experience
- Knowledge and how the NHS works
- Previous experience as a medical secretary or in a similar administrative role is preferred
- Experience of working in a healthcare setting
Desirable
- Working previously as a Medical Secretary
Qualifications
Desirable
Knowledge, skills and other requirements
Essential
- Proficiency in computer applications, including electronic health record systems
- Excellent communication skills, both written and verbal
- Strong organizational and multitasking abilities
- Familiarity with data protection and patient confidentiality regulations
- Attention to detail and accuracy in record-keeping
- Ability to work independently
- Ability to work as a team player
- Initiative and drive
- Pleasant and articulate
- Able to work under pressure
- Self-motivated and positive
- Empathetic, honest, caring
- Adaptable and forward looking
- Diplomatic and considered
- Hard working, willing and flexible
- Observance of strict confidentiality
- Ability to use own judgment, resourcefulness and common sense
- Motivated
- High level of professionalism and discretion
- Effective time management
- Self-directed
Desirable
- Knowledge of medical terminology and coding
- Experience of working with conflict
- Current UK/EU driving license.
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.