Medical SecretaryNHS

Job summary

Little London Surgery is a busy and friendly training practice serving approximately 9,700 patients. Our clinical team includes three GP partners alongside salaried GPs and a wider multidisciplinary team.

We are looking to recruit an experienced and enthusiastic Medical Secretary to join our supportive team.

This is an important role within the practice, providing high quality secretarial and referral support to our GPs and wider clinical team. The successful candidate will be responsible for processing and monitoring patient referrals, managing clinical correspondence and liaising with patients, clinicians, hospitals and other healthcare services.

Previous experience of working with General Practice or primary care, together with a good working knowledge of GP referrals and NHS referral pathways is essential for this position.

We are looking for someone who is organised, accurate and able to prioritise a busy workload while maintaining excellent attention to detail. You will need to be confident working independently as well as being an effective member of the wider practice team.

Experience of e-RS and Advice and Guidance is essential, with EMIS Web and Accurx experiences desirable.

Main duties of the job

Process referrals generated by GPs and other clinicians accurately and promptly.

Use the NHS eReferral Service eRS and other appropriate referral systems.

Process and manage Advice & Guidance requests. Ensure referrals are directed to the appropriate service and pathway.

Check referral documentation for completeness and identify missing information. Liaise with clinicians where clarification or additional clinical information is required.

Monitor and action rejected, returned or incomplete referrals. Follow up referrals where necessary to support continuity of patient care.

Maintain accurate records of referrals and actions taken within the patient's clinical record.

Liaise with hospitals, community services and other healthcare providers regarding referrals.

Respond appropriately to patient enquiries relating to the progress or administration of their referral.

Provide an efficient secretarial service to GPs and other members of the clinical team.

Prepare, type and process clinical correspondence, referral letters and other documentation.

Job description

Main Duties and Responsibilities

Referrals

Process referrals generated by GPs and other clinicians accurately and promptly.

Use the NHS e-Referral Service e-RS and other appropriate referral systems.

Process and manage Advice & Guidance requests.

Ensure referrals are directed to the appropriate service and pathway.

Check referral documentation for completeness and identify missing information.

Liaise with clinicians where clarification or additional clinical information is required.

Monitor and action rejected, returned or incomplete referrals.

Follow up referrals where necessary to support continuity of patient care.

Maintain accurate records of referrals and actions taken within the patient's clinical record.

Liaise with hospitals, community services and other healthcare providers regarding referrals.

Respond appropriately to patient enquiries relating to the progress or administration of their referral.

Recognise urgent referrals and ensure these are processed in accordance with practice procedures and appropriate timescales.

Medical Secretarial Duties

Provide an efficient secretarial service to GPs and other members of the clinical team.

Prepare, type and process clinical correspondence, referral letters and other documentation.

Process incoming and outgoing clinical correspondence appropriately.

Ensure documentation is attached, filed and recorded accurately within the clinical system.

Deal with telephone calls and correspondence from hospitals and other healthcare organisations.

Support clinicians with administrative queries relating to secondary care and community services.

Maintain effective electronic filing and administrative systems.

Patient Communication

Communicate with patients professionally, sensitively and courteously.

Assist patients with appropriate administrative enquiries regarding their referrals.

Maintain patient confidentiality at all times.

Escalate clinical concerns or queries to an appropriate clinician rather than providing clinical advice.

General Practice Administration

Work collaboratively with the wider administrative, reception and clinical teams.

Provide appropriate administrative support during periods of absence or increased workload.

Attend relevant practice meetings and training as required.

Follow practice policies, protocols and standard operating procedures.

Contribute to the development and improvement of administrative and referral processes.

Identify referral or administrative issues that may present a risk to patient safety and escalate these appropriately.

Confidentiality and Information Governance

The postholder will have access to confidential information relating to patients, their carers, practice staff and other healthcare organisations. All information must be treated confidentially and handled in accordance with practice policies, UK GDPR, Data Protection legislation and NHS information governance requirements.

Safeguarding

The postholder must recognise their responsibility to safeguard children and adults at risk and comply with the practice's safeguarding policies and training requirements.

Health and Safety

The postholder must comply with the practice's Health and Safety policies and procedures and take reasonable care for their own health and safety and that of colleagues, patients and visitors.

Equality, Diversity and Inclusion

The postholder will support the practice's commitment to equality, diversity and inclusion and treat patients, colleagues and visitors with dignity and respect.

Training and Development

Complete all mandatory training required by the practice.

Maintain knowledge relevant to the role, including changes to NHS referral systems and pathways.

Participate in appraisal and performance review.

Undertake additional training where required.

Flexibility

This job description provides an outline of the main responsibilities of the role. It is not intended to be exhaustive. The postholder may be required to undertake other duties appropriate to the grade and nature of the post following discussion with the Practice Manager.

About us

Little London Surgery is a well established GP training practice based in Walsall, providing primary care services to a diverse population of approximately 9,700 patients.

We are a three-partner practice supported by salaried GPs, nursing and healthcare staff, clinical pharmacists and an experienced administrative and reception team. As a training practice we are committed to learning, development and maintaining high standards of patient care.

We are a busy and forward-thinking practice with a strong emphasis on teamwork. Our clinical and non-clinical teams work closely together to provide a safe, efficient and responsive service to our patients.

We are a member practice to South 1 PCN and enjoy working alongside ARRS staff.

We use EMIS Web as our clinical system alongside Accurx and other NHS digital systems.

We are looking for someone who will become a valued member of our team and who shares or commitment to providing an efficient, professional and patient-focused service.

Our practice values are centered around kindness, respect, teamwork, integrity and high quality patient care. We aim to create a supportive and inclusive working environment where every member of the team is valued and encouraged to contribute.

We believe in open communication, supporting one another and working collaboratively, particularly during busy and challenging periods.