Medical Secretary

Weavers Medical; Kettering; On-site; GBP 18,000 - 24,000; Full time

Job summary

Weavers Medical in England is seeking a Medical Secretary to provide general secretarial support to doctors and health professionals, including word processing and audio typing, with related clerical tasks. You will handle referrals, prepare letters, upload to Choose and Book, manage patient queries, maintain filing systems, and support the secretarial team across busy clinics.

Experience with NHS processes, medical terminology, and good English is preferred; the role requires discretion,

Qualifications

• Acceptable basic GCSEs or equivalent including C or above in English Language and Maths
• Good English written and spoken
• Knowledge of medical terminology
• Mature outlook
• Windows experience, Microsoft knowledge
• Knowledge of medical terminology (duplicate)

Responsibilities

• Provide efficient audio, copy typing and word processing for GPs and health professionals; type letters and patient referrals; complete referral forms and upload to Choose and Book
• Deal with patient queries regarding referrals (NHS or private) and follow up with hospitals as required
• Expedite referrals as requested by GPs
• Process requests for to whom it may concern letters
• Establish and maintain filing and administrative systems for easy, secure access
• Maintain the computer clinic system accurately and securely
• Receive and sort incoming clinical mail according to protocols
• Action incoming mail per protocols
• Assist with gathering statistics/referral information
• Provide cover for secretarial team during sickness/leave
• Process referrals: complete Choose and Book forms, upload referrals, type referrals (handwritten or audio) and dispatch via email/fax/post
• Handle patient queries and forms; take calls; route for GP review/signature
• Sort and scan incoming clinical mail for appropriate action
• General admin tasks and ad hoc duties as needed
• Adhere to health, safety, fire safety and equality policies

Skills

Willingness to learn

Able to communicate appropriately

Ability to learn new skills quickly

Reliable and team player

Up the pace when necessary

Question and problem solving

Tools

Windows experience

Microsoft Office

Job description

To provide general secretarial support to the doctors and health professionals, involving word processing and audio typing skills with general clerical work.

Main duties of the job

To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters and patient referrals as well as completion of referral forms and uploading to Choose and Book. All work to be done in an accurate and quality manner.

To deal with all queries from patients regarding referrals (NHS or private) and following up with the relevant hospital as required

To expedite referrals as requested from the GPs from time to time

To process all requests from patients for to whom it may concern letters

To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

To maintain the computer clinic system in an accurate and secure manner.

To receive all the incoming clinical mail and sort it according to agreed protocols.

To action incoming mail according to agreed protocols

About us

Weavers Medical is a teaching practice and hosts placements for GP Registrars and medical students for a number of universities.

www.weaversmedical.co.uk

Job responsibilities

WEAVERS MEDICAL

Job Description

TitleMedical Secretary

Responsible to:Practice Manager

Location: Weavers Medical

Main Purpose:

To provide general secretarial support to the doctors and health professionals, involving word processing and audio typing skills with general clerical work.

Key Tasks:

To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of 5letters and patient referrals as well as completion of referral forms and uploading to Choose and Book. All work to be done in an accurate and quality manner.

To deal with all queries from patients regarding referrals (NHS or private) and following up with the relevant hospital as required

To expedite referrals as requested from the GPs from time to time

To process all requests from patients for to whom it may concern letters

To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

To maintain the computer clinic system in an accurate and secure manner.

To assist with the gathering of statistics/referral information when required.

To provide cover for members of the secretarial team during periods of sickness and annual leave.

To receive all the incoming clinical mail and sort it according to agreed protocols.

To action incoming mail according to agreed protocols.

Processing referrals

• To ensure all Choose and Book (C&B) referral forms are completed in full
• To upload all C&B referrals to the C&B website
• To type up audio referrals and either email/fax/post out as per practice protocol
• To type up handwritten referrals and email/fax/post out as per practice protocol
• To send off all referrals to the District Nurses via nhs.net email

Queries from Patients

• Process all requests from patients for to whom it may concern letters
• Take telephone calls from patients regarding any referral query or hospital appointment query
• To process forms handed in by patients which need completion, passing to the GP for checking/signature once complete

Incoming Clinical Mail

• Sort all incoming clinical mail for scanning into Dr and patient and patient only.
• For all mail that can be actioned by the medical secretaries, to scan, file and action the letter

Other Admin Tasks

• To action all tasks assigned to the medical secretary team
• Any other duties as considered relevant from time to time

Health & Safety & Fire Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy.

The post holder will adhere to the Prospect House Fire Strategy.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

Participation in an annual individual performance review, including responsibility for maintaining a record of own personal and/or professional development.

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members.

Communicate effectively with patients and carers.

Recognise peoples needs for alternative methods of communication and respond accordingly.

Qualifications

• Acceptable basic GCSEs or equivalent including C or above in English Language and Maths
• Good English written and spoken
• Knowledge of medical terminology
• Mature outlook
• Windows experience, Microsoft knowledge
• Knowledge of medical terminology

Experience

• Experience of working as a secretary
• Able to work in busy environment
• Accuracy in all work
• Succinct - ability to precis and feedback to patients
• Experience of working as a medical secretary in the NHS
• Experience of working in a service environment
• Touch typist

Innate Abilities

• Willingness to learn
• Able to communicate appropriately
• Ability to learn new skills quickly
• Reliable and team player
• Ability to "up the pace" when necessary
• Ability to question correctly and identify and solve problems

Motivation

• Desire to learn new skills, to attend work and participate in team meetings
• Problem solver - copes in fast moving environment
• Experience of organising work to achieve the best outcome
• Caring, honest, and understands totally the need for confidentiality
• Flexible approach to undertaking a wide variety of tasks

Physical make up

• Smart and appropriate dress
• Pleasant and professional manner
• Clear and articulate speech

Special circumstances

• Able to travel to/from work for the hours required.
• Complements the team
• Flexibility with hours often required

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.