Medical SecretaryNHS

Job summary

An exciting opportunity has arisen for an experienced Medical Secretary to join our busy GP practice, supporting the delivery of high-quality services to our local community. This is a 37.5 hour per week post. The hours will be worked across both our Little Common and Bexhill Old Town Surgery sites. Flexibility to provide holiday and sickness cover is important. Candidates should possess excellent organisational and time management skills. IT and touch-typing competency and knowledge of medical terminology is essential. Experience in General Practice or similar environment desirable.

We are seeking an individual who can make a valuable contribution within a fast-paced environment, demonstrating reliability, attention to detail and a proactive approach. If this sounds like the right next step in your career, we look forward to receiving your application.

Previous applicants need not apply.

Main duties of the job

Job Summary:

To provide high quality secretarial and administrative support to the Practice Team. In addition, the post-holder may be required to support the multi-disciplinary team, providing administrative support as required, in line with the needs of the Practice.

Main Duties and Responsibilities of the Post:

The following are the core responsibilities of the post. There may, on occasion, be a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels. Practice policies and protocols should be followed. Strict confidentiality should be maintained.

• Processing of referral letters to secondary care and other providers.
• Communicating with patients via telephone.
• Electronic filing and sending of letters.
• Processing NHS & Private Reports, Private Medical Attendance reports for Insurance Companies. Photocopying, Scanning/Filing Documents as necessary.
• Answer and action GP, Nurse and Practice Team enquiries via the Practice electronic systems and emails.

Job description

Specific Tasks Daily:

• Process patient Email referrals and electronic ERS referrals; liaise with secondary care; follow up of non-appointed patients; send out appointment booking details to patients; assist patients with the booking of ERS appointments. Resolve any arising issues.
• Process incoming documents and forward as appropriate.
• Monitoring and processing emails.
• Dealing with patient queries, in person, by telephone or email.
• Produce accurate clinical correspondence, reports and other documentation.
• Monitor and action administration worklists within agreed timescales.
• Scan, upload and accurately file patient-related documentation within electronic records.
• Respond to enquiries from clinicians, healthcare providers and external organisations, escalating where appropriate.
• Prioritise workload effectively to ensure deadlines and service requirements are met.
• Provide administrative support to clinicians and the wider Practice team as required.

Insurance Documents & Non-NHS Work

• Photocopy and scan insurance documents i.e. medical examination forms.
• Generate an Invoice and log accordingly.
• Log onto Practice IT system when completed and sent.
• Process Subject Access Requests (SARs), medical reports, solicitor requests, DVLA forms and other private work in line with Practice procedures.
• Maintain accurate records of all non-NHS work and associated charges.

Email: Sending and receiving documents via e-mail is a large part of the role, so confidence in using Microsoft Outlook is vital.

Periodically

• Add referral templates to Practice IT system.
• Maintain address and telephone number files (computer and hard copy).
• Check letterheads are up to date.
• Check workspace is up to date and tidy.
• Review and update referral pathways, contact information, referral destination information and supporting resources.
• Participate in training, development activities and Practice meetings as required.
• Review and update standard templates, forms and administrative processes to support efficient service delivery.

GP Referral Audits Maintain GP referral audits and associated records, ensuring information is accurate and available for review at Practice meetings.

General

• Provide cover for colleagues during periods of annual leave, sickness absence and other planned absences.
• Work flexibly across both Practice sites according to service needs.
• Comply with Practice policies, information governance requirements and confidentiality standards.
• Undertake any other duties appropriate to the role as reasonably requested by the Management Team.

About us

Dr Stocks and Partners is a well-established GP practice dedicated to delivering outstanding patient care to our local community. Guided by our values of compassion, respect, teamwork and continuous improvement, we strive to create a welcoming and supportive environment for both patients and staff. We are proud of our collaborative culture, commitment to high-quality healthcare, and focus on providing accessible, responsive services across our Little Common and Old Town Surgery sites.