Medical Secretary

Provide secretarial and administrative support to GPs,

clinicians and the multidisciplinary team.

Prepare and process clinical

correspondence, reports and referral documentation.

Track referrals and follow up

outstanding results, clinic letters and correspondence.

Process and monitor NHS and private referrals

using ERS, SystmOne and F12.

Liaise with hospitals, consultants

and community services regarding referrals and patient care.

Manage telephone calls, enquiries,

and emails to the secretarial team.

Sort post and incoming or outgoing

documentation, ensuring accurate processing and recording.

Scan, upload and maintain accurate

patient records and filing systems.

Process medical record requests,

SARs, insurance reports, solicitor and DVLA reports.

Administer private fee requests,

including invoicing and maintaining financial records in conjunction with the

Practice Manager.

Provide note taking in meetings and

produce accurate and timely minutes.

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 and SystmOne,

monitoring worklists and actioning responses or rejections as required

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 to the secretarial team, 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 and tasks to the

secretarial team 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

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

Process requests relating to the

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

Undertake death administration

and associated record updates

Update patient records following

clinical meetings, safeguarding discussions and other multidisciplinary reviews

as required

Manage incoming and outgoing

secretarial mail, including despatch, franking and special delivery

arrangements

Assist with audit, quality

improvement and clinical governance activities

Provide cover for the

secretarial team 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 the Practice Manager to support the

effective delivery of patient care and practice operations

West Oak Surgery is a small friendly practice situated in Mapperley, Nottingham, with a practice population of approximately 5000 patients.

We have a 4 GP's, 2 Nurses and 1 HCA, along with our reception, administration, and secretarial team. We are part of the Synergy PCN covering the local area.

West Oak Surgery is located near to the shops, and is on a bus route. Parking is also available.

Experience

Desirable: - Experience of working in primary care within the secretarial field

Qualifications

Essential: - Educated to at least GCSE grade A to C in English and Maths

Desirable: - Qualifications relating to primary care