Medical Secretary

• Review and action administrative tasks generated by GPs and other members of the Practice team following patient consultations and clinical encounters.
• Assist Practice staff with referral-related queries, identifying solutions and escalating issues where appropriate.
• Support the Administration, Data and Workflow Team with Practice initiatives, quality improvement projects, contractual requirements and service development activities.
• Ensure that information relating to referral waiting times is kept accurate and up to date.
• Ensure that referral processes and Practice-based protocols are regularly reviewed and kept up to date.
• Please refer to the full Job Description for a comprehensive breakdown of the duties and responsibilities associated with the role.

• To manage patient referrals across multiple platforms including the e Referral Service, email and online portals.
• To process and monitor fast track referrals and appointments in a timely manner.
• To establish and maintain filing and administrative systems so that all documents produced are easily accessible and secure.
• To assist the completion of medical records when appropriate.
• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others.
• To maintain a system for the recording of outgoing practice referrals and letters.
• To manage and action emails received into the secretary NHS email account.
• To liaise with hospitals and other third parties in order to obtain outstanding clinic letters, results, reports, request expedites and chase outstanding follow ups.
• To complete any outstanding actions on the e Referral System by responding to triage responses in a timely manner.
• To maintain up to date patient records by importing correspondence received via email and LPRES from hospitals and other clinics.
• To use Resource Publisher to maintain a directory of accurate and up to date referral forms that are received via GP Intranet and email.
• To keep relevant practice staff up to date with changes in referral pathways and protocols.
• To maintain up to date contact directories and referral pathways and protocols to aid speedy communication and referral processing.
• To be aware of key clinic waiting times, particularly where long waits are expected.

• To provide cover for members of the secretarial team during periods of sickness and annual leave.
• The above list of duties is not exhaustive and may be subject to change as deemed necessary. You may be asked to undertake additional duties appropriate to the post by the Practice Manager or Partners.
• To complete online training courses routinely via Bluestream Academy.

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
• 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 carers, 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.

• Using personal security systems within the workplace according to practice guidelines
• Identifying the risks involved in work activities and undertaking 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.

• Acting in a way that recognises 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 judgemental and respects their circumstances, feelings priorities and rights.

• Participation in an annual 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.

Desirable

• NVQ Level 3 in Business Administration, Customer Service or an equivalent relevant qualification
• Medical terminology qualification or recognised training in medical terminology
• AMSPAR Medical Administration/Medical Secretary qualification, or equivalent
• ECDL/ICDL, Level 2 IT qualification, or equivalent evidence of IT competency

Essential

• Excellent communication skills (written and oral)
• Excellent IT skills
• Clear, polite telephone manner
• Competent in the use of 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

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

Essential

• Experience of working in a health care setting.
• Medical Secretarial experience
• Experience of working with the general public
• Experience of establishing effective office administrative systems
• Medical terminology knowledge and the role of Primary Care in the GP setting.

Desirable

• Previous experience of working within a GP practice, primary care setting or wider NHS organisation.
• Experience of processing and managing patient referrals.
• Experience of using clinical systems, ideally EMIS Web, and NHS electronic referral systems.
• Experience of working with medical terminology and clinical correspondence.
• Experience of liaising with patients, clinicians and external healthcare providers.