Medical SecretaryNHS

Job summary

We are looking for an organised, proactive and friendly Medical Secretary to join our busy and supportive GP practice team.Working hours: 2630 hours per week, worked over 4 or 5 days. The exact working pattern can be discussed and agreed with the successful candidate.

This is a varied and rewarding role where you will provide essential administrative support to our GPs and wider clinical team, including managing referrals, processing clinical correspondence, liaising with hospitals and other healthcare providers, and helping to ensure our patients receive a smooth and efficient service.

You will be joining a welcoming, hardworking team where everyone plays an important part in delivering high-quality patient care. We value teamwork, good communication and a positive approach, and we are looking for someone who takes pride in their work, can manage competing priorities and enjoys being part of a close-knit primary care team.

If you are organised, confident with administration and looking for a role where your work genuinely makes a difference to patients, we would love to hear from you.

Main duties of the job

As a Medical Secretary, you will provide efficient and accurate administrative support to the GPs and wider clinical team, helping to ensure patients move smoothly through their care pathways.

The role will include processing and managing referrals, dealing with clinical correspondence, liaising with hospitals and other healthcare providers, responding to patient queries, managing tasks and ensuring information is recorded accurately on our clinical system.

You will also support the practice with death certificate and bereavement administration, liaising sensitively with GPs, families, funeral directors and other relevant services as required.

You will need to be highly organised, have excellent attention to detail and be confident managing a varied workload. Strong communication skills are essential, as you will regularly liaise with patients, clinicians and external healthcare services.

This is a busy and varied role requiring confidentiality, professionalism, compassion and the ability to prioritise effectively while working as part of a supportive practice team.

Job description

Job Title: Medical SecretaryLocation: Salisbury House SurgeryResponsible to: Practice Manager

Job PurposeThe Medical Secretary will provide high-quality, efficient and confidential secretarial and administrative support to the GPs and wider clinical team.

The post holder will play an important role in ensuring referrals, clinical correspondence, e-consultations and other patient-related administration are processed accurately and promptly. The role will also include summarising historic paper medical records onto SystmOne.

The role requires excellent organisational and communication skills, attention to detail and the ability to manage a busy and varied workload.

Main Duties and ResponsibilitiesReferrals and Clinical Administration

• Process GP referrals accurately and within appropriate timescales.
• Prepare and submit referrals using relevant NHS electronic referral systems and local pathways.
• Ensure referral documentation contains the required clinical information and supporting documentation.
• Monitor referrals and follow up outstanding information where necessary.
• Process urgent and routine referral requests appropriately.
• Support clinicians with queries relating to referral pathways and administrative processes.
• Liaise with hospitals, community services and other healthcare providers regarding referrals and patient care.
• Deal with rejected or returned referrals and ensure these are brought to the attention of the appropriate clinician.
• Maintain accurate records of referrals and associated correspondence on SystmOne.

E-Consult Administration

• Support the day-to-day administration of the practice's e-consultation service.
• Review incoming e-consultation requests and ensure they are directed to the appropriate clinician or team in accordance with practice procedures.
• Process administrative e-consult requests where appropriate.
• Ensure urgent or potentially time-sensitive requests are escalated promptly in accordance with practice protocols.
• Communicate with patients regarding e-consult outcomes or next steps where appropriate.
• Maintain accurate records of actions and communications on SystmOne.

Medical Records Summarising

• Summarise patients' historic paper medical records accurately onto SystmOne.
• Review paper records and identify relevant clinical information for inclusion within the electronic patient record.
• Accurately record significant diagnoses, medical history, procedures, allergies, immunisations and other relevant information in accordance with practice protocols.
• Apply appropriate clinical coding where required and within the competencies of the role.
• Ensure patient records are clear, accurate, complete and maintained to a high standard.
• Escalate any unclear clinical information or discrepancies to an appropriate clinician.
• Maintain strict patient confidentiality when handling paper and electronic medical records.

Secretarial and Administrative Support

• Provide comprehensive secretarial and administrative support to GPs and other members of the clinical team.
• Type and process letters, reports, referrals and other clinical correspondence accurately and efficiently.
• Process incoming and outgoing correspondence and ensure information is directed to the appropriate person.
• Manage electronic tasks and workflow in a timely manner.
• Assist with reports, forms and other documentation requested by clinicians.
• Maintain accurate and up-to-date patient records.
• Scan, upload and appropriately code documentation where required.
• Prioritise workload effectively, particularly where requests are urgent or time-sensitive.

Death Certificates and Bereavement Administration

• Support GPs with the administration associated with patient deaths and death certification.
• Process relevant documentation accurately and sensitively in accordance with current procedures.
• Liaise with GPs, families, funeral directors, Medical Examiner services and other relevant organisations as required.
• Ensure documentation and patient records are updated appropriately following notification of a patient's death.
• Communicate with bereaved relatives in a compassionate, professional and sensitive manner.
• Maintain confidentiality and discretion when dealing with bereavement-related matters.

Patient and External Communication

• Communicate professionally and compassionately with patients and their representatives by telephone, electronically and face-to-face where required.
• Respond to patient queries relating to referrals and other administrative matters within the scope of the role.
• Liaise with hospitals, consultants, community teams and other external organisations.
• Ensure complex or clinical queries are escalated to the appropriate member of the team.
• Maintain a helpful and professional approach when dealing with sensitive or challenging situations.

Confidentiality and Information Governance

• Maintain patient confidentiality at all times and comply with UK GDPR, Data Protection legislation and practice policies.
• Ensure patient information is accessed and shared only where appropriate and necessary.
• Handle sensitive and confidential information with discretion.
• Follow practice procedures relating to information governance, safeguarding and confidentiality.

Team Working

• Work collaboratively with GPs, nursing staff, reception, administration and management teams.
• Provide reasonable administrative cover and support to colleagues during periods of absence or increased workload.
• Attend practice meetings and training sessions as required.
• Contribute positively to the development and improvement of administrative processes.
• Identify concerns, delays or potential risks and escalate these appropriately.
• Maintain a flexible approach to meet the changing needs of the practice.

General ResponsibilitiesThe post holder will be expected to:

• Work in accordance with Salisbury House Surgery policies and procedures.
• Maintain a professional and courteous manner at all times.
• Demonstrate excellent attention to detail and accuracy.
• Manage competing priorities and work effectively under pressure.
• Complete mandatory and role-specific training as required.
• Participate in appraisal and identify opportunities for continued professional development.
• Promote equality, diversity and inclusion and treat patients and colleagues with dignity and respect.
• Undertake other reasonable duties appropriate to the role as requested by the Practice Manager or senior clinical team.

About us

Salisbury House Surgery is a friendly, busy and well-established GP practice with a strong focus on providing high-quality, patient-centred care.

We have a diverse and supportive team including GPs, nurses, a Physician Associate, healthcare and administrative professionals, all working closely together to provide the best possible service for our patients. Teamwork is extremely important to us, and every member of staff is valued for the contribution they make to the practice.

We pride ourselves on having a welcoming and approachable working environment. Primary care can be fast-paced and challenging, so we encourage our team to support one another, communicate openly and work together to find solutions.

We offer a varied and rewarding place to work, with opportunities to develop your knowledge and skills within primary care. We are looking for someone who shares our positive work ethic, enjoys being part of a team and wants to play an important role in supporting both our clinicians and our patients.