Job Description

We have an opportunity for an experienced Medical Secretary to join our Clinical Support Services Team.
The post holder will be responsible for a range of duties to include processing referrals to NHS and private health organisations, liaising with health professionals and patients in the process of organising care, undertaking clinical document management, coding of information onto the patient record, processing requests for medical reports, summarising new patient records. This list is not exhaustive and the requirements of the job may develop and change.
The post holder will possess demonstrable experience of communication with patients and practice colleagues. The successful applicant will have previous experience of a medical secretary role within a primary or secondary care setting.
The practice may consider alternative hours for the post but reserves the right to offer 24 hours if deemed suitable for the needs of the role.
Main duties of the job
A detailed explanation of the role can be found within the , however the main responsibilities of the role will feature:
-Processing referrals on behalf of the practice clinical team.
-Processing requests for medical reports
-Coding medical information to maintain the patient medical record
-Recall of patients for long term condition review, immunisation, cancer screening and immunisation
-Summarising new patient records
-Liaising with patients at the request of GPs and other healthcare professionals for the purpose of follow up care
-Providing minute taking and meeting support for meetings as required
About us
We are a team of 8 GPs, 6 nursing colleagues and supporting administrative staff, serving a population of 10,000 in the Halesowen area. Halesowen Medical Practice, also known as St. Margaret's Well Surgery, is also a training practice for specialist GP Registrars.
The clinical systems in use include EmisWeb, Footfall, Accurx and Docman.
We operate from a purpose built primary care premises with staff parking.
We have a friendly team with a shared purpose of providing good quality care to our patients.
Details
Date posted
03 June 2025
Pay scheme
Other
Salary
xc2xa312.35 to xc2xa313 an hour
Contract
Permanent
Working pattern
Part-time
Reference number
A0308-25-0001
Job locations
2 Quarry Lane
Halesowen
West Midlands
B63 4WD
Job description
Job responsibilities
Main duties/key tasks:

• To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, memorandums, etc. in an accurate and quality manner.
• To make appointments, bookings and admissions as required. Liaising with Hospital Secretaries regarding patients appointments, reports, queries etc. as requested by the Partners.
• To be conversant with the E-Referral booking system, to maintain worklists and to advise GPs of pending tasks in relation to worklists.
• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• Maintenance of records regarding Medicals/reports/photocopying for Solicitors, Insurance Companies etc.
• Communicating and liaison with Solicitors, Insurance Companies etc. with regard to fees (invoicing) and monitoring progress of reports on the computer system.
• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
• To receive and dispatch mail and maintain a pending system.

Departmental operational Responsibilities:

• Carry out required tasks utilising the Emis Web functionality.
• Ensure that all correspondence is signed and despatched in accordance with practice policy.
• Liaise with Doctors, patients, secondary care and other staff and agencies to resolve any queries or facilitate referrals.
• Process access requests for copies of patients records.
• Carry out Cervical smear administration.
• Complete datasheets for healthcare providers.
• Carry out disease management administration as required.
• Carry out NHS Health Check recall administration.
• To assist in the process relating to medical reports, to include organising the photocopying of notes and postage duties.
• To take minutes of multi-disciplinary Team meetings and co-ordinate with community teams in relation to the administration of patients under their care.
• Process quarterly immunisations.
• To assist in the recall of patents for post natal review.
• To assist in all areas of patient recall and be conversant with the practice follow up system.
• Liaison with outside agencies as appropriate.
• Process and code medical and non-medical correspondence as appropriate.
• Ensure Vaccination uptake surveys information is processed correctly.
• Effectively manage nominated areas of responsibility.
• To make suggestions for enhancing the quality of the service that the practice offers.
• To undertake all duties within the Clinical Support Services Department where required to include scanning, coding, summarising and secretarial duties.
• To assist in the maintenance of stationery supplies to ensure the practice remains adequately stocked at all times and in accordance with practice financial procedures.
• To co-ordinate the shredding of confidential waste produced by the practice with the third party contractor.
• To undertake any other duties as requested by Management Team.
• To provide cover for patient services as directed.

Job description
Job responsibilities
Main duties/key tasks:

• To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, memorandums, etc. in an accurate and quality manner.
• To make appointments, bookings and admissions as required. Liaising with Hospital Secretaries regarding patients appointments, reports, queries etc. as requested by the Partners.
• To be conversant with the E-Referral booking system, to maintain worklists and to advise GPs of pending tasks in relation to worklists.
• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• Maintenance of records regarding Medicals/reports/photocopying for Solicitors, Insurance Companies etc.
• Communicating and liaison with Solicitors, Insurance Companies etc. with regard to fees (invoicing) and monitoring progress of reports on the computer system.
• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
• To receive and dispatch mail and maintain a pending system.

Departmental operational Responsibilities:

• Carry out required tasks utilising the Emis Web functionality.
• Ensure that all correspondence is signed and despatched in accordance with practice policy.
• Liaise with Doctors, patients, secondary care and other staff and agencies to resolve any queries or facilitate referrals.
• Process access requests for copies of patients records.
• Carry out Cervical smear administration.
• Complete datasheets for healthcare providers.
• Carry out disease management administration as required.
• Carry out NHS Health Check recall administration.
• To assist in the process relating to medical reports, to include organising the photocopying of notes and postage duties.
• To take minutes of multi-disciplinary Team meetings and co-ordinate with community teams in relation to the administration of patients under their care.
• Process quarterly immunisations.
• To assist in the recall of patents for post natal review.
• To assist in all areas of patient recall and be conversant with the practice follow up system.
• Liaison with outside agencies as appropriate.
• Process and code medical and non-medical correspondence as appropriate.
• Ensure Vaccination uptake surveys information is processed correctly.
• Effectively manage nominated areas of responsibility.
• To make suggestions for enhancing the quality of the service that the practice offers.
• To undertake all duties within the Clinical Support Services Department where required to include scanning, coding, summarising and secretarial duties.
• To assist in the maintenance of stationery supplies to ensure the practice remains adequately stocked at all times and in accordance with practice financial procedures.
• To co-ordinate the shredding of confidential waste produced by the practice with the third party contractor.
• To undertake any other duties as requested by Management Team.
• To provide cover for patient services as directed.

Person Specification
Qualifications
Essential

• NVQ Business Administration or Medical Secretary NVC Level 3 or equivalent
• 5 GCSEs at grade 4 (or equivalent) or above including Maths and English
• Recognised Microsoft Office Qualification (e.g. ECDL) or relevant experience

Desirable

• AMSPAR Health Administration Level 2 or equivalent.
• AMSPAR Diploma for Medical Secretary Level 3 or equivalent.
• AMSPAR Medical Terminology Level 2 or equivalent.

Experience
Essential

• Experience of working in a medical secretary role within primary or secondary care.
• Experience of Information Governance and confidentiality protocols

Desirable

• Experience working in a general practice administrative role.
• Previous clinical document management and clinical coding experience in a general practice setting.

Knowledge/Skills
Essential

• Knowledge of principles and processes for providing customer and personal services.
• Excellent keyboard and computer skills
• Excellent communication (oral and written) and inter personal skills
• Good time management

Desirable

• Experience with GP clinical systems to include Emis Web, Docman, Footfall, Accurx

Person Specification
Qualifications
Essential

• NVQ Business Administration or Medical Secretary NVC Level 3 or equivalent
• 5 GCSEs at grade 4 (or equivalent) or above including Maths and English
• Recognised Microsoft Office Qualification (e.g. ECDL) or relevant experience

Desirable

• AMSPAR Health Administration Level 2 or equivalent.
• AMSPAR Diploma for Medical Secretary Level 3 or equivalent.
• AMSPAR Medical Terminology Level 2 or equivalent.

Experience
Essential

• Experience of working in a medical secretary role within primary or secondary care.
• Experience of Information Governance and confidentiality protocols

Desirable

• Experience working in a general practice administrative role.
• Previous clinical document management and clinical coding experience in a general practice setting.

Knowledge/Skills
Essential

• Knowledge of principles and processes for providing customer and personal services.
• Excellent keyboard and computer skills
• Excellent communication (oral and written) and inter personal skills
• Good time management

Desirable

• Experience with GP clinical systems to include Emis Web, Docman, Footfall, Accurx

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