Medical Secretary/ Administrator

NHS; Oxford; On-site; GBP 22,000 - 28,000; Full time

Job summary

An exciting opportunity to join the NHS as a Medical Secretary in Oxford, providing vital administrative support to clinical teams. You'll manage communications, referrals, and data entry while contributing to high-quality patient care in a welcoming and team-oriented environment.

Benefits

Work-life balance focus

Monthly training sessions

Staff wellbeing days

Free snacks in staff room

Qualifications

• Experience with audio typing and managing correspondence.
• Organizational skills for managing referrals and appointments.

Responsibilities

• Provide secretarial and administrative support to healthcare teams.
• Coordinate referral services and manage patient information effectively.
• Handle correspondence and maintain patient records.

Skills

Audio typing

Organizational skills

Communication

Attention to detail

Data management

Tools

Lexacom transcription software

EMIS

Excel

Cerner Portal

Job description

We are offering an opportunity for a Medical Secretary to join our friendly and innovative practice in the centre of Oxford.

Main duties of the job

The primary objective is to provide secretarial and administrative support to all members of the practice teams at Hedena Health, including Branch Surgeries, and to coordinate and maintain an effective referral service to support patients and the clinical team.

About us

Are you looking to join a progressive, thriving organisation at the forefront of providing high-quality, patient-centric care in Oxford?

Would you like to work for an organisation that genuinely cares for its staff as well as its patients?

With 26,000 patients, Hedena Health is one of Oxford's largest providers of primary healthcare services. Operating across three sites in the Headington area, we focus on team-based care to ensure the best outcomes for our patients.

Work-life balance is very important to us. We are a training practice that emphasises teamwork and training, with a monthly half-day training session and an annual staff away day focusing on wellbeing. We also provide fresh fruit, homemade cakes, and goodies in our staff room! In our recent employee satisfaction survey, 95% of respondents agreed that Hedena is a great place to work!

Job responsibilities

Main Duties and Responsibilities:

• Audio typing of referrals, patient letters, medical reports, coroner reports, solicitor reports, and retinal screening using Lexacom transcription software.
• Managing EMIS patient tasks and Outlook emails.
• Processing Docman workflow and NHS e-referrals (choose and book) to facilitate secondary care appointments and provide advice and guidance with specialties such as ENT, Rheumatology, Dermatology, Endocrinology, etc.
• Ensuring referral read codes are added to patient referrals on EMIS and linking documents appropriately.
• Responding to patient and secondary care inquiries related to referrals.
• Processing email advice, monitoring responses, and filing data to patient notes.
• Managing referral templates and proformas, ensuring they are completed correctly by clinicians.
• Following up on missing reports, secondary care correspondence, investigation results, and appointment details related to referrals.
• Managing NHS Right to Choose referrals for ADHD and Autism assessments.
• Handling access requests for case notes for clinical and non-clinical staff and assisting with access to missing data.
• Managing NHS e-referrals work list, including canceled/rejected appointments, outstanding letters, triage responses, 2WW reports, and advice & guidance requests.
• Uploading digital photos related to referrals/emails for advice into patient notes.
• Scanning documents to patient notes to accompany patient letters (ad-hoc).
• Adding contact details for service providers in AccuRx triage and managing the secretaries' inbox for triage responses.
• Processing community phlebotomy referrals, check requests, and hospital appointments.
• Managing EMIS appointments and adding information to Acute Triage & Pharmacist Triage.
• Tracking outside organization information in EMIS All Records View.
• Managing hospital appointments, correspondence, and investigations via Cerner Portal.
• Minute-taking during clinical meetings as required (e.g., Palliative Care).
• Managing bereavement protocols as part of secretarial duties.

Other duties

• Logging all outgoing correspondence managed by the secretarial team on an Excel spreadsheet.
• Uploading referral data to AccuRx and the Practice Index (practice intranet).
• Updating contacts on Excel and AccuRx.
• Filing, photocopying, and managing files.
• Performing any other tasks reasonably delegated and appropriate to the role.

Person Specification

Experience

• N/A

Qualifications

• N/A

Disclosure and Barring Service Check

This role is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A disclosure check will be required to ensure suitability for the position.