Medical Secretary

Eric Moore Partnership Medical Practice; Coalville; On-site; GBP 19,000 - 27,000; Full time

Benefits offered by this job

Healthshield Membership

5 weeks Annual Leave

Bank Holidays

Job summary

Eric Moore Partnership Medical Practice is seeking an enthusiastic Medical Secretary to join our secretarial team in a GP practice setting. You will process referrals, manage administrative tasks, and liaise with clinicians, patients, and NHS services to ensure timely and accurate referrals.

The role requires experience in medical terminology and NHS referral pathways, with strong organisational skills and the ability to work independently within a busy team.

Qualifications

• Experience as Medical Secretary in GP Practice/NHS Organisation.
• Strong administrative duties experience.
• Proficient with Microsoft Word/Excel and clinical IT systems.

Responsibilities

• Process referrals and ensure alignment with policies and pathways.
• Liaise with hospitals and third parties to obtain letters/reports.
• Maintain accurate referrals database and prepare periodic audits.
• Minute taking and admin for Practice meetings.
• Support reception and cover during staff absences.

Skills

Organised

Communication

Independent worker

Team player

Education

GCSE Maths & English

Level 3 Medical Terminology

Tools

SystmOne

Microsoft Office

Job description

We have an exciting opportunity for an enthusiastic and motivated individual to join our Secretarial team, providing an important link between our clinical team, patients and health services.

We are looking for a highly organised and reliable person with an excellent work ethic. You should be able to work independently, managing competing priorities effectively and contribute positively to a busy team environment.

Working as one of the Medical Secretaries, you will play a key role in processing referrals generated by our Clinicians, ensuring they are completed accurately and in line with current policies and referral pathways.

You will also be responsible for managing tasks and queries from the wider team, as well as responding to enquiries from patients and referral providers.

Knowledge of referral processes, prior experience in a similar setting, medical terminology and coding would be advantageous.

Applications are welcomed from candidates with experience of working in a GP Practice or wider NHS organisation, as well as those who have a good understanding of primary care and NHS services.

If you are looking for a rewarding role where you can contribute to high-quality patients care through efficient referral processing and effective administration, support, we would love to hear from you

Main duties of the job

Main Duties of the Role:

• Complete referral processes, ensuring that all requests are processed and actioned promptly and in line with current policies and referral pathways, including the e-Referral service, email and online portals
• To process and monitor fast track referrals and appointments in a timely manner and within mandated timeframes
• Review and action administrative tasks generated by GPs and other members of the Practice team following patient consultations and clinical encounters.
• Assist with referral related queries, identifying solutions and escalating issues where appropriate
• Process SARS, insurance/solicitor reports, DVLA forms and other non-NHS reporting requirements
• Support the Practice management team with Practice initiatives, quality improvement projects, referral management audits and presentations
• Administration and Minute taking of Practice meetings
• Maintain an up to date and accurate referral database for presentation as audit to the clinical and management team on a quarterly basis
• Managing all administrative queries as necessary
• To liaise with hospitals and other third parties in order to obtain outstanding clinic letters, results, reports, request expedites and chase outstanding follow-ups

About us

We are a large innovative and friendly town centre GP Practice in Warrington, Cheshire operating across two sites of Medi-Centre and Orford Park Jubilee. This post is primarily based at the Medi-Centre, a purpose built health centre with free car-parking on site.

We have a full complement of health and administrative professionals all working together to promote the health and well being of our patient population and that of our team.

We commend ourselves on our friendly team spirit and ethos and look forward to welcoming a new medical secretary to the existing team, who will offer continuing support.

• Salary will be dependent on qualifications and experience.
• 5 weeks Annual Leave plus Bank Holidays
• Healthshield Membership for additional healthcare benefits

Job responsibilities

Primary key responsibilities

The following are the core responsibilities of the Medical Secretary in delivering health services. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

a. Type letters, reports and associated documentation as required and within the specified timescales as appropriate for the referral

b. Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

c. Manage all enquiries in an effective manner

d. Maintain an accurate referrals database and prepare reports to be produced and shared with the Practice team at regular meetings

e. Minute taking and administration for Practice meetings

f. Action all incoming emails/communications within a timely manner

g. Process letters as requested

h. Scan documentation and attach scanned documents to patients healthcare records

i. Accurately input and code SNOMED CT data on the clinical IT system

j. Process referrals using the electronic referral system (ERS)

k. Process requests for information i.e., SAR, insurance/solicitors letters and DVLA forms

l. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

n. Conduct clinical system searches as requested

o. Support all clinical staff with general administrative tasks as requested

• Maintain a clean, tidy, effective working area at all times

q. Be an integral part of the general practice team

r. Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children

s. Undertake all mandatory training and induction programmes

t. Contribute to and embrace the spectrum of clinical governance

u. Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed

Wider responsibilities

In addition to the primary responsibilities, the Medical Secretary has the following wider responsibilities:

a. Participate in local initiatives to enhance service delivery and patient care

b. Produce meeting agendas and documentation; Minute taking and production of Minutes for meetings

c. Support reception staff, providing cover during staff absences, as mutually agreed

d. Support and participate in shared learning

Person Specification

Experience

• Experience of Medical Secretarial role in a GP Practice/NHS Organisation
• Experience of Administrative Duties
• Experience of working with the general public
• Microsoft Office - Word and Excel
• TPP SystmOne Clinical System experience
• Experience of working in a GP Practice/Primary Care setting

Qualifications

• A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or equivalent.
• Level 3 in Medical Terminology

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.