Medical Secretary - Administrator

The Westwood Surgery; Greater London; On-site; GBP 24,000 - 30,000; Full time

Job summary

The Westwood Surgery is seeking a diligent Medical Secretary to support the clinical team in London. You will coordinate GP referrals, prepare letters, and manage NHS referral systems while maintaining EMIS Web records and Docman workflows.

You will also handle patient recalls, respond to enquiries, take minutes, and ensure data protection compliance in a fast-paced GP practice environment.

Qualifications

• Experience in medical administration is desirable.
• Ability to manage referrals and NHS systems.
• Proficiency with EMIS Web and Docman workflow are beneficial.

Responsibilities

• Process GP referrals to hospitals, community services and specialist clinics.
• Prepare, send and track referral letters using NHS referral systems.
• Manage Docman workflow, including processing and distribution of clinical correspondence.
• Undertake clinical coding of patient records, ensuring accuracy and completeness.
• Action and manage patient recall programmes, including invitations and follow-up communications.
• Handle incoming correspondence, hospital letters, reports and test results.
• Liaise with patients, clinicians, hospitals and external healthcare providers.
• Maintain and update electronic patient records using EMIS Web.
• Support GPs and the wider clinical team with administrative and secretarial tasks.
• Take accurate minutes at meetings and distribute actions as required.
• Respond to patient enquiries in a professional, courteous and confidential manner.
• Allocation of incoming pathology reports.
• Ensure compliance with information governance, confidentiality and data protection requirements.

Skills

Organised

Proactive

Communication skills

Attention to detail

Tools

EMIS Web

Docman

Job description

Make a difference behind the scenes of patient care. Join our friendly and supportive GP practice as a Medical Secretary, where you’ll play a key role in coordinating referrals, supporting clinicians and helping patients access the care they need. If you’re organised, proactive and enjoy working in a fast-paced environment, we’d love to hear from you. Process GP referrals to hospitals, community services and specialist clinics. Prepare, send and track referral letters using NHS referral systems. Manage Docman workflow, including the processing and distribution of clinical correspondence. Undertake clinical coding of patient records, ensuring accuracy and completeness. Action and manage patient recall programmes , including invitations and follow-up communications. Handle incoming correspondence, hospital letters, reports and test results. Liaise with patients, clinicians, hospitals and external healthcare providers. Maintain and update electronic patient records using EMIS Web. Support GPs and the wider clinical team with administrative and secretarial tasks. Take accurate minutes at meetings and distribute actions as required.. Respond to patient enquiries in a professional, courteous and confidential manner. Allocation of incoming pathology reports Ensure compliance with information governance, confidentiality and data protection requirements. Contribute to the smooth and efficient running of the practice.

Job Summary

The purpose of the role is to: Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of secretarial and clerical support to clinical staff and other members of the Practice team Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies

Administration Duties and Responsibilities

• Document management
• Scanning
• Coding
• All referral administration duties
• All screening administration duties
• Meeting minutes
• Incoming and outgoing Medical records management
• New patient registrations duties
• All Emis workflow management & GP2GP Pathology distribution
• All Non NHS administration work & Medical reports

All duties and responsibilities in this job description are intended to be indicative but not exhaustive of the responsibilities of the post holder. As the organisation develops, the requirement of the Job will develop and change and the post holder will be expected to adapt to these requirements