Medical Secretary

NHS Jobs; Collingham; On-site; GBP 23,000 - 26,000; Full time

Job summary

Lincolnshire Community Health Services NHS Trust is seeking an experienced administrative professional to support referrals, clinical workflows and records management across primary and secondary care settings.

You will coordinate NHS e-Referral Service, MDT minutes, Cervical Screening, SARs, iGPR, and private medical forms, ensuring confidentiality and governance standards while providing high-quality administrative support to GPs and the clinical team.

Responsibilities

• Referral Management and NHS e-Referral Service (e-RS). Coordinate and monitor patient referrals to secondary care and other healthcare services.
• Coordinate referrals through the NHS e-Referral Service (e-RS) with complete documentation and relevant clinical information.
• Liaise with GPs, patients, hospitals and other providers regarding referrals and appointment arrangements.
• Monitor rejected, returned or incomplete referrals and follow up outstanding administrative actions.
• Maintain accurate referral records within the clinical system.

Job description

Overview of Key Responsibilities and Duties 1. Referral Management and NHS e-Referral Service (e-RS) Process, coordinate and monitor patient referrals to secondary care and other healthcare services. Manage referrals through the NHS e-Referral Service (e-RS), ensuring accurate and timely processing. Check referral documentation for completeness and ensure relevant clinical information is attached. Liaise with GPs, patients, hospitals, specialist departments and other healthcare providers regarding referral queries and appointment arrangements. Monitor rejected, returned or incomplete referrals and follow up outstanding administrative actions. Maintain accurate referral records within the clinical system. 2. MDT Meetings and Minute Taking Provide secretarial support to GPs and the wider clinical team, including the preparation, formatting and distribution of correspondence. Attend meetings as required and produce accurate, clear and timely minutes. Record decisions, actions and responsibilities arising from meetings and follow up outstanding actions where appropriate. Maintain organised and confidential records of meeting minutes and related documentation. Handle telephone calls, emails and written enquiries professionally, directing clinical matters to the appropriate member of the team. 3. Workflow Management Process clinical and administrative workflows, ensuring tasks are completed accurately and in a timely manner. Enter relevant clinical information into patient records, including major diagnoses, operations and other significant medical history, in accordance with practice protocols. Add requests for blood tests to the ICE system. Book patient appointments as recommended in clinic letters, ensuring accurate scheduling and recording within the clinical system. Action requests for copies of clinical correspondence, ensuring information is handled securely and in accordance with confidentiality and information governance requirements. Monitor inboxes regularly to ensure queries, amendments and outstanding tasks are reviewed and resolved within appropriate timescales. Support scanning staff by responding to queries and providing guidance on document handling and processing procedures. Maintain the document management system, ensuring it remains accurate, up to date and functioning effectively. Identify and report any issues affecting workflow processes or the document management system to the appropriate member of staff. 4. DotRecall Pathology Reports Manage and action pathology reports through the DotRecall system in accordance with established practice protocols. Ensure pathology reports are directed to the appropriate GP or clinician for review and action. Ensure relevant administrative actions are completed accurately and recorded appropriately within the clinical system. Escalate any clinical concerns or urgent matters identified during the administrative process to the appropriate clinician, promptly. 5. Cervical Screening Management System Action administrative tasks arising from the Cervical Screening Management System. Escalate clinical queries, abnormal results or concerns about missed or outstanding actions to the appropriate clinician. 6. Insurance Reports and iGPR Process requests from insurance companies for medical reports and GP reports (received by post and via iGPR). Check that requests are supported by appropriate patient consent, authority and documentation before processing. Liaise with patients, insurers, GPs and other relevant parties regarding outstanding information, fees and report completion. Maintain accurate records of requests, correspondence, completion dates and report releases. 7. Subject Access Requests (SARs) Receive, log, acknowledge and coordinate Subject Access Requests Verify the identity of the requester and confirm their authority to access the requested information, where applicable. Liaise with patients, authorised representatives, GPs, the Practice Manager and the relevant information governance lead as required. Retrieve and collate relevant medical records and associated documentation within the scope of the request. Conduct an initial administrative review of records before release, identifying information that may require further consideration, including third-party information, confidential information and potentially sensitive clinical material. Refer records requiring clinical review, redaction decisions or decisions about withholding information to the appropriate GP, Practice Manager or information governance lead. Escalate complex requests, potential exemptions, complaints or concerns to the appropriate senior member of staff. Ensure records are not released until the necessary checks, reviews and authorisations have been completed. Monitor statutory deadlines, maintain an audit trail and ensure requests are handled securely and within the applicable legal timeframe. 8. Private Medical Forms and Reports Process private medical forms, certificates, questionnaires and other non-NHS administrative requests. Check forms for completeness and ensure the necessary patient consent, information and payment arrangements are in place. Forward forms requiring clinical input to the appropriate GP or clinician. Monitor progress and liaise with patients regarding collection, completion timescales and outstanding information. Ensure forms are reviewed and signed by the appropriate clinician where necessary. Maintain accurate records of requests, payments where applicable, and completed documentation.

Lincolnshire Community Health Services NHS Trust