Medical Secretary

The Park Practice; Greater London; On-site; GBP 26,000 - 34,000; Full time

Benefits offered by this job

NHS Pension Scheme

Job summary

The Park Practice in South East London seeks a reliable Medical Secretary to provide comprehensive secretarial support to GPs and healthcare professionals. Duties include audio typing, NHS e-Referrals, and managing patient records with EMIS, Docman, and Lexacom.

We value confidentiality, organisation, and strong communication. The role offers full-time hours with NHS Pension Scheme availability and opportunities to work flexibly within a supportive practice team.

Qualifications

• Audio typing of clinical letters and reports.
• Managing patient records and correspondence with NHS and external organisations.
• Experience with EMIS, Docman and Lexacom in a GP or healthcare setting.

Responsibilities

• Audio and copy typing of clinical letters, reports and referrals.
• Processing NHS e-Referrals and booking where needed.
• Using Lexacom to process clinician dictation.
• Managing incoming/outgoing post, emails and electronic documents.

Skills

Audio typing

Secretarial skills

Communication

Organisational skills

Education

Typing qualification

Secretarial studies or business administration certification

EMIS understanding

Tools

EMIS

Docman

Lexacom

Job description

We are a busy and friendly GP practice in South East London looking for a reliable, motivated and professional Medical Secretary to join our team. The role includes a range of secretarial and administrative duties, providing comprehensive support to our GPs and other healthcare professionals.

The successful candidate will provide efficient secretarial and administrative support to GPs and other healthcare professionals. Key responsibilities include audio typing and clinical correspondence, processing NHS e-Referrals, managing patient records and electronic documents, and liaising with patients, hospitals, clinicians and external healthcare services.

Excellent communication, organisational, IT and secretarial skills are essential. Previous experience in general practice or another healthcare setting is highly desirable, particularly experience using EMIS, Docman and Lexacom.

We are looking for an organised and dependable individual who can manage competing priorities, maintain confidentiality and work effectively both independently and as part of a supportive practice team.

Main duties of the job

The successful candidate will provide efficient secretarial and administrative support to GPs and other healthcare professionals, helping to ensure the smooth coordination of patient care.

• Audio and copy typing of clinical letters, reports, referrals and other correspondence.
• Processing and managing referrals through the NHS e-Referral Service, ensuring relevant information and attachments are submitted promptly.
• Using Lexacom to process clinician dictation.
• Managing incoming and outgoing correspondence, emails and electronic documents.
• Scanning and filing correspondence using Docman and maintaining accurate patient records on EMIS.
• Maintaining secure and effective administrative and filing systems in accordance with confidentiality and data protection requirements.
• Assisting with medical and insurance reports and requests for patient information.
• Liaising with patients, GPs, hospitals, consultants and other healthcare services.
• Making and receiving telephone calls, taking messages and dealing appropriately with queries.
• Providing cover for secretarial and administrative colleagues during periods of annual leave or sickness.

About us

We are looking for a full time secretary although job share would also be possible

NHS Pension Scheme available.

Job responsibilities

Main Duties and Responsibilities

The Medical Secretary will provide a comprehensive and efficient secretarial and administrative service to GPs and other healthcare professionals, supporting the smooth day-to-day running of the practice and the effective coordination of patient care.

Secretarial and Administrative Support

• Provide a high-quality audio typing, copy typing and word-processing service for GPs and other healthcare professionals.
• Accurately prepare clinical letters, reports, patient referrals and other correspondence as required.
• Use Lexacom or other practice dictation systems to process clinician correspondence efficiently and accurately.
• Undertake general clerical and administrative duties to support clinicians and the wider practice team.
• Manage incoming and outgoing post, emails and electronic correspondence.
• Establish and maintain effective filing and administrative systems, ensuring information is accurate, easily accessible and stored securely.

Referrals and Patient Coordination

• Manage all aspects of the NHS e-Referral Service (eRS), including processing referrals, booking appointments where appropriate and ensuring relevant clinical information and attachments are included.
• Monitor and follow up referrals and associated correspondence where required.
• Liaise effectively with patients, GPs, consultants, hospital departments and other healthcare professionals and external organisations.
• Act as a point of contact for referral and administrative queries, ensuring enquiries are dealt with appropriately and within a timely manner.

Patient Records and Documentation

• Use Docman to process, scan and file correspondence and other documentation into patients' electronic medical records.
• Maintain accurate and up-to-date patient records using EMIS and other practice systems.
• Retrieve medical records and relevant information as required.
• Assist with the preparation and completion of medical reports, insurance reports and other requests for medical information.
• Ensure that all records and correspondence are processed accurately and in accordance with practice procedures.

Communication

• Receive incoming and initiate outgoing telephone calls to patients, hospitals, healthcare professionals and other organisations.
• Take accurate messages and appropriately manage or redirect queries.
• Communicate professionally, sensitively and effectively with patients, carers, colleagues and external organisations.
• Recognise individual communication needs and respond appropriately.
• Maintain a professional, courteous and helpful manner at all times.

Confidentiality and Information Governance

• Maintain strict confidentiality at all times in relation to patients, carers, staff and the business of the practice.
• Ensure confidential and sensitive information is only disclosed to appropriately authorised persons and in accordance with practice policies, procedures and applicable data protection requirements.
• Respect the privacy and dignity of patients and ensure that information is handled securely and appropriately.

Team Working and Practice Support

• Work collaboratively with GPs, healthcare professionals and administrative colleagues to support the effective running of the practice.
• Provide cover for other members of the secretarial and administrative team during periods of sickness, annual leave or other absence.
• Provide occasional reception or general administrative support where required.
• Work effectively with hospitals and other external healthcare organisations to support patients' needs.
• Manage own workload, priorities and resources effectively, escalating concerns where appropriate.
• Contribute to the effectiveness of the wider team and identify opportunities to improve administrative processes and services.

Quality, Safety and Governance

• Follow practice policies, procedures, standards and guidance relevant to the role.
• Maintain high standards of accuracy and quality in all work undertaken.
• Identify and report issues relating to quality, patient safety or risk to the appropriate member of the practice team.
• Comply with the practice's health and safety procedures and promptly report any areas of concern.
• Participate in audits and quality improvement activities where appropriate.
• Take responsibility for own work and actions, working within agreed procedures and seeking guidance where necessary.

Equality, Diversity and Inclusion

• Support and respect the equality, diversity and rights of patients, carers and colleagues.
• Treat individuals with dignity, courtesy and respect, taking account of their circumstances, needs, beliefs and rights.
• Provide a welcoming, inclusive and non-judgemental service to all patients and visitors.

Training and Professional Development

• Attend training sessions and meetings relevant to the role and the needs of the practice.
• Participate in annual appraisal/performance review processes.
• Take responsibility for maintaining and developing the knowledge and skills necessary to carry out the role effectively.
• Participate in mandatory and practice-specific training as required.
• Share knowledge and support colleagues undertaking similar work where appropriate.

Additional Responsibilities

• Undertake other duties appropriate to the role as reasonably required to support the efficient running of the practice.
• Be flexible in responding to changing service and operational requirements.
• The duties and responsibilities of the post may be reviewed periodically to reflect developments within the practice and general practice services.

JOB DESCRIPTION AGREEMENT

This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post-holder commensurate with the position. This description will be open to regular review and may be amended to take into account development within the Practice. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the Practice.

Person Specification

Qualifications

• English Language GCE/GCSE or equivalent
• Maths GCE/GCSE or equivalent

Personal Qualities

• Ability to work effectively in a team or by self
• Ability to think on own feet
• Diplomacy
• Commitment to patient care
• Polite and courteous manner
• Confidence and a positive outlook
• Sense of humour

Experience

• Typing qualification, Secretarial studies or business administration certification or equivalent experience.
• Previous medical secretarial experience, Knowledge of EMIS,
• Knowledge of Docman

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.