Job Description

Overview

We are seeking a dedicated and detail-oriented Full time Medical Secretary to join our team (although we may consider part time applications). This role would be working Monday-Friday. The ideal candidate will play a crucial role in ensuring the smooth operation of our secretarial team by providing exceptional administrative support. This position requires touch typing and audio typing experience, strong organisational and prioritisation skills, a professional demeanour, and the ability to handle sensitive information with confidentiality.

Responsibilities

Accurate typing of patient NHS referral letters for GPs using the EMIS clinical system via digital or written dictation ensuring all referral letters are entered on to the patients clinical record and coded appropriately. Accurate typing of private referral letters for GPs via digital or written dictation ensuring a timely turn-a-round for patients to collect. Accurate typing of other letters, reports and questionnaires for GPs via digital or written dictation. Use Electronic Referral System (ERS) to refer patients to secondary care and other community services, checking daily that referrals have been sent and letters are not waiting for action to be taken. Generate ERS referrals, seeking advice if required to ensure correct speciality and clinic type. Ensure the worklists (Triage responses, Letter outstanding, incomplete, Advice and guidance) in ERS are checked and monitored daily, with any new or due/overdue letters/queries being actioned. Regular review and action/complete all areas within the referral management workflow section on EMIS. Ensure letters/reports that are chargeable are clearly marked and patients informed of the charge. Check secretarial email address, text software daily (AccuRx), Tasks and Docman daily and prioritise and action accordingly. Check your typing box twice daily (on arrival and after lunch to ensure morning and evening dictation is being collected in good time) Ensure all forms are completed and passed on to the appropriate destination. Ensure the TWR processes are followed to ensure safety netting is in place. Medical examiner processes need to be followed Use Docman (Document Management system) to retrieve patient information as needed and action requests for the secretarial team in a timely manner. Emailing urgent and non-urgent letters to hospital, ensuring delivery to the intended recipient. Direct accurate patient information to the appropriate clinician using EMIS Web "Patient Notes". Answer and manage all internal enquires using EMIS Web "Patient notes or EMIS email". Ensure all letters generated by yourself are sent via the most cost effective and appropriate method (Email, text or post) Answering the telephone and dealing with queries related to your role from patients and hospitals. Deal with patient queries face to face on occasion. Managing GP generated queries and hospital related queries as necessary. Answering patient queries regarding various Practice policies and initiatives Support the Administration team with keeping up to date with hospital information. Contributing to the development and improvement of services to patients Keep the list of services/contact details of local hospitals etc up to date To listen to patient complaints, making sure that they are addressed and dealt with appropriately To ensure that strict confidentiality protocols are adhered to. To comply with Information Governance principles and policies as well as Health & Safety Procedures and report any areas of concern to the Practice Business Manager Attend and contribute to staff meetings To undertake any other duties as may be determined from time to time to ensure the efficient running of the Practice. Undertake mandatory training and training appropriate with the role and duties of a Medical secretary. Attend and contribute to team meetings and Practice Learning events as required Maintain a clean, tidy, effective working area at all times This is a job share role, so covering each other's work when each of you are off on Annual leave.

Requirements

Proven experience in an administrative or office role, preferably within a medical setting. Strong organisational skills with the ability to manage multiple tasks effectively. Excellent verbal and written communication skills. Proficient in using office software, including word processing and spreadsheet applications. Experience and skill in touch typing and audio typing Ability to maintain confidentiality and handle sensitive information appropriately. Attention to detail and accuracy in all tasks performed. A proactive approach to problem-solving and a willingness to learn new skills. Flexible to cover when colleague is on leave.
If you are passionate about contributing to a healthcare environment and possess the necessary skills, we encourage you to apply for this rewarding opportunity as a Medical Secretary.

Job Types: Full-time, Permanent

Pay: 25,000.00-28,000.00 per year

Benefits:

Company events Company pension Employee discount Sick pay
Work Location: In person