Medical Secretary

Secretarial and Administrative Duties Provide an efficient audio and copy typing service for GPs and healthcare professionals as required. Type letters, reports, patient referrals, minutes, memorandums and other correspondence accurately and in a timely manner. Process GP referrals and ensure referral documentation is completed, attached and sent correctly. Use the NHS e-Referral Service where appropriate, supporting patients to be referred to the hospital or service of their choice where applicable. Resolve issues relating to referrals, including rejected referrals, missing information, changes to referral location and follow-up queries. Inform GPs and relevant staff of new or updated referral services and referral pathways where appropriate. Support the Practice Manager and Deputy Practice Manager with clerical and administrative duties as required. Make appointments, bookings and admissions as required. Receive, sort, scan, distribute and dispatch incoming and outgoing mail as required. Patient Records and Information Management Establish and maintain filing and administrative systems so that written and electronic information is accessible, accurate and secure. File patient correspondence and relevant documents into patient medical records accurately. Input data into patient healthcare records as required, ensuring accuracy and attention to detail. Support the gathering of statistics, searches and information when requested by the management or clinical team. Ensure all patient information is handled in accordance with confidentiality, GDPR and information governance requirements. Communication and Patient Contact Receive incoming and initiate outgoing telephone calls to deal with appropriate queries from patients, hospitals, community services and external organisations. Communicate with patients and external agencies in a polite, professional and sensitive manner. Respond to queries regarding referrals, hospital appointments, reports and correspondence within the limits of the role. Liaise with GPs, clinicians, administrative staff and external services to support effective patient care. Escalate complex, urgent or sensitive matters to the appropriate clinician or manager. Reports, Requests and Correspondence Support the processing of requests for medical reports, insurance forms, solicitor letters, DVLA forms and other private or statutory correspondence as directed. Ensure requests for information are passed to the relevant administrative team or clinician where appropriate. Monitor outstanding secretarial work and ensure deadlines are met wherever possible. Maintain clear records of actions taken, correspondence sent and referrals processed. Team Support and Cover Provide cover for members of the secretarial or administrative team during periods of sickness, annual leave or high workload. Work flexibly as part of the wider administration team to support the needs of the practice. Support clinical staff with general administrative tasks as requested. Participate in training, team meetings and practice updates as required. Confidentiality In the course of duties, the post holder will have access to confidential information relating to patients, carers, staff and the practice. All such information must be treated as strictly confidential and must only be used for the purpose for which it is intended. Any breach of confidentiality may result in disciplinary action. Training and Development The practice operates an appraisal system to review staff performance, training and development needs. The practice will provide appropriate training to enable the post holder to carry out their duties safely and effectively. The post holder is expected to complete mandatory training and any role-specific training required by the practice. Health and Safety Comply with practice health and safety policies and procedures. Take reasonable care for their own health and safety and that of others who may be affected by their work. Report any risks, incidents, hazards or concerns to the appropriate manager. Safeguarding Be aware of safeguarding responsibilities in relation to children, young people and vulnerable adults. Follow practice safeguarding policies and escalate any concerns appropriately. Job description Job responsibilities Secretarial and Administrative Duties Provide an efficient audio and copy typing service for GPs and healthcare professionals as required. Type letters, reports, patient referrals, minutes, memorandums and other correspondence accurately and in a timely manner. Process GP referrals and ensure referral documentation is completed, attached and sent correctly. Use the NHS e-Referral Service where appropriate, supporting patients to be referred to the hospital or service of their choice where applicable. Resolve issues relating to referrals, including rejected referrals, missing information, changes to referral location and follow-up queries. Inform GPs and relevant staff of new or updated referral services and referral pathways where appropriate. Support the Practice Manager and Deputy Practice Manager with clerical and administrative duties as required. Make appointments, bookings and admissions as required. Receive, sort, scan, distribute and dispatch incoming and outgoing mail as required. Patient Records and Information Management Establish and maintain filing and administrative systems so that written and electronic information is accessible, accurate and secure. File patient correspondence and relevant documents into patient medical records accurately. Input data into patient healthcare records as required, ensuring accuracy and attention to detail. Support the gathering of statistics, searches and information when requested by the management or clinical team. Ensure all patient information is handled in accordance with confidentiality, GDPR and information governance requirements. Communication and Patient Contact Receive incoming and initiate outgoing telephone calls to deal with appropriate queries from patients, hospitals, community services and external organisations. Communicate with patients and external agencies in a polite, professional and sensitive manner. Respond to queries regarding referrals, hospital appointments, reports and correspondence within the limits of the role. Liaise with GPs, clinicians, administrative staff and external services to support effective patient care. Escalate complex, urgent or sensitive matters to the appropriate clinician or manager. Reports, Requests and Correspondence Support the processing of requests for medical reports, insurance forms, solicitor letters, DVLA forms and other private or statutory correspondence as directed. Ensure requests for information are passed to the relevant administrative team or clinician where appropriate. Monitor outstanding secretarial work and ensure deadlines are met wherever possible. Maintain clear records of actions taken, correspondence sent and referrals processed. Team Support and Cover Provide cover for members of the secretarial or administrative team during periods of sickness, annual leave or high workload. Work flexibly as part of the wider administration team to support the needs of the practice. Support clinical staff with general administrative tasks as requested. Participate in training, team meetings and practice updates as required. Confidentiality In the course of duties, the post holder will have access to confidential information relating to patients, carers, staff and the practice. All such information must be treated as strictly confidential and must only be used for the purpose for which it is intended. Any breach of confidentiality may result in disciplinary action. Training and Development The practice operates an appraisal system to review staff performance, training and development needs. The practice will provide appropriate training to enable the post holder to carry out their duties safely and effectively. The post holder is expected to complete mandatory training and any role-specific training required by the practice. Health and Safety Comply with practice health and safety policies and procedures. Take reasonable care for their own health and safety and that of others who may be affected by their work. Report any risks, incidents, hazards or concerns to the appropriate manager. Safeguarding Be aware of safeguarding responsibilities in relation to children, young people and vulnerable adults. Follow practice safeguarding policies and escalate any concerns appropriately.