Medical Secretary

• Provide secretarial and administrative support to GPs, clinicians and the multidisciplinary team.
• Prepare and process clinical correspondence, reports and referral documentation.
• Process and monitor NHS and private referrals using ERS, RSS, Gateway and SystmOne.
• Liaise with hospitals, consultants and community services regarding referrals and patient care.
• Manage telephone calls, enquiries, emails, post and incoming documentation.
• Scan, upload and maintain accurate patient records and filing systems.
• Undertake clinical coding and summarising to maintain record accuracy.
• Process medical records requests, SARs, insurance, solicitor and DVLA reports.
• Administer private fee requests, invoicing and financial records.
• Track referrals and follow up outstanding results, clinic letters and correspondence.
• Support patient registrations, records transfers and related administration.
• Contribute to quality improvement

• Experience working with the public.
• Previous administrative experience.

• Excellent communication skills.
• Strong IT skills
• Professional telephone manner.
• Good organisation, planning and time management.
• Ability to work independently and as part of a team.
• Problem-solving skills and attention to detail.
• Understanding of confidentiality

• Provide a comprehensive secretarial, administrative and clerical support service to GPs, clinicians and the wider multidisciplinary team.
• Produce, type and process letters, reports, referral documentation and other clinical correspondence accurately and within agreed timescales, using relevant software.
• Process NHS and private referrals using electronic referral systems including ERS, RSS, Gateway and SystmOne, monitoring worklists and actioning responses or rejections as required.
• Submit Advice and Guidance requests to consultants and liaise with hospitals, community services and other external agencies to ensure referrals and requests are progressed efficiently.
• Manage all incoming and outgoing telephone calls, taking accurate messages, responding to enquiries and facilitating effective communication with patients, clinicians and external organisations.
• Process, distribute and action incoming emails, electronic documents, scanned correspondence, tasks, faxes and post in a timely manner, using relevant software.
• Scan, upload and accurately attach documentation to patients electronic healthcare records.
• Maintain accurate, secure and accessible electronic and paper filing systems, patient records and administrative databases.
• Undertake clinical coding and summarising of patient correspondence and records, ensuring information is accurately entered onto the clinical system.
• Process requests for information including subject access requests, insurance reports, solicitor requests, DVLA documentation and medical records requests.
• Manage private fees administration, including invoicing patients and third parties and maintaining associated records within xero.
• Process requests relating to the Medical Examiner Service.
• Monitor and maintain referral tracking systems and undertake follow-up actions with secondary care providers where necessary.
• Chase outstanding hospital results, clinic letters and other correspondence on behalf of clinicians.
• Support patient registration processes, GP2GP transfers, deductions procedures and records movement activities.
• Undertake birth and death administration and associated record updates.
• Update patient records following clinical meetings, safeguarding discussions and other multidisciplinary reviews as required.
• Manage incoming and outgoing mail, including despatch, franking and special delivery arrangements.
• Maintain adequate stocks of stationery and office supplies and liaise with IT support providers regarding equipment faults and repairs.
• Assist with audit, quality improvement and clinical governance activities.
• Support reception and administration teams and provide cover during periods of staff absence.
• Assist with induction and training of new staff where required.
• Undertake mandatory training and participate in appraisal, personal development and continuous improvement activities.
• Maintain accurate, confidential and secure handling of patient and practice information at all times.
• Maintain a clean, organised and effective working environment.
• Comply with all practice policies, procedures, safeguarding requirements, information governance standards, health and safety regulations and relevant legislation.
• Undertake any other duties appropriate to the role as requested by management to support the effective delivery of patient care and practice operations.

Essential

• Educated to GCSE level or equivalent
• GCSE Mathematics and English (C or above)
• Experience of working with the general public
• Experience of administrative duties
• Excellent communication skills (written and oral)
• Strong IT skills, including audio typing
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure