Medical Secretary

Job description

Job responsibilities

To work as part of the Administration & Secretarial Teams responsible for supporting the multi-disciplinary team, providing administrative support as required in line with the needs of the practice.

Provide an efficient copy typing, word processing and administration service for the Practices, as required. This includes the typing of letters, reports, patient referrals via PRISM, minutes, etc. in an accurate and professional manner.

Ensure NHS Electronic Referral Service (ERS) referrals are dealt with efficiently liaising with patients to book a suitable appointment. Manage the ERS Worklist, i.e., 2 Week Wait referrals, rejected referrals, Advice and Guidance responses and appropriate actions. Check patients have been successfully referred/attended and make GPs aware of any non-attendance, especially child non-attendance, as per protocol.

Retrieve medical records and assist the completion of medical reports, insurance reports, DVLA reports, etc. Send an invoice to ensure payment has been made prior to completion of the report and maintain the invoice register.

Receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

Support in management of Secretarial email accounts, tasks, AccuRx message and secretarial query list on SystmOne and action as required.

Manage all meetings within the Practices; this includes an annual schedule for Clinical Meetings, produce a detailed agenda for each meeting to share with appropriate attendees, request information from outside agencies when required, enter actions from meetings to Practice intranet and ensure that any actions are directed to the appropriate staff member.

File and read-code necessary data from clinical/hospital correspondence and input into Electronic Patient Record.

Assist in maintaining patient recall systems for screening, immunisations and long term condition reviews.

Assist in processing patient online access requests.

Assist in processing patient registration requests.

Assist in processing GP links, i.e. deductions, GP2GP, amendments, pathology.

Support with summarising patient notes, when requested by GP. Assist with running clinical searches/audits.

Support the process of arrivals and deductions of patients paper records.

Support colleagues in their role within the Practice i.e. cover for sickness and annual leave.

Support and guide new members of staff in the use of the computer system.

Person Specification

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills, including audio typing
• Clear, polite telephone manner
• Competent in the use of MS Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure

Desirable

• Knowledge of SystmOne

Experience

Essential

• Excellent keyboard skills
• Experience of administrative duties
• Experience of working with the general public

Desirable

• Experience of working in a Health Care Setting as a Medical Secretary

Personal Qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Other Requirements

Essential

• Disclosure Barring Service (DBS) check

Qualifications

Essential

• Educated to GCSE level or equivalent
• GCSE grade A to C in English and Maths

Desirable

• Secretarial Qualification

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.

Employer details

Employer name

North Rutland Health Partnership

Address

Oakham Medical Practice

Cold Overton Road

Oakham

Rutland

LE15 6NT

Employer's website

https://www.oakhammedicalpractice.co.uk/ (Opens in a new tab)