Medical Secretary

Job description

Job responsibilities

Under the general direction of the Administration Manager, the medical secretary will be expected to undertake the following responsibilities:

Provide comprehensive medical secretarial support to all staff across all HLMG sites.

Ensure all referrals from the clinician is grammatically correct and where needed amend for consistency.

Process referrals within a timely manner i.e. ensuring suspected cancer referrals and urgent referrals are processed as a priority.

Process referrals correctly through the eRS system ensuring the most appropriate pathway is selected for the patient needs i.e. the correct speciality and the soonest appointment.

Ensure all advice and guidance requests are grammatically correct and processed correctly through the eRS system in a timely manner.

Ensure all advice and guidance responses from secondary care are passed to the clinical staff in a timely manner.

Expedite urgent referrals to help ensure a safe and responsive service for patients at the request of the clinician.

Manage all eRS worklists on a daily basis to ensure any queries and rejections are actioned accordingly.

To be aware of referral and funding criteria and updates to ensure the correct process is being followed and distributing referral updates to the clinical staff.

To attend the Countywide e-RS/ Practice User Group meetings when scheduled. (Usually a monthly basis)

To check the Primary Care Intranet regularly for updates.

Liaise with secondary care and other providers to chase clinic letters or results to support patient care. This may include retrieving documents from the care portal.

Liaise with secondary care and other providers regarding new or existing referrals and any other queries.

Resolve patient queries in a courteous, timely and efficient manner with the ability to support individual patient needs. This can be via telephone, Email, letter or face to face.

Produce typed documents when required i.e. letters to patients, coroner reports.

Action any documents accordingly that are assigned to the secretary group in a timely manner.

Manage the Email accounts ensuring every Email is actioned appropriately and in a timely manner.

Ensure external mail is posted daily and arrange recorded delivery when necessary.

Assist with training for new staff or less experienced staff by demonstrating own activities and processes in the service.

To work flexibly to ensure that tasks are carried out appropriately and efficiently, including a willingness to provide cover for absent colleagues.

Report any areas of concerns to the Administration Manager immediately.

To undertake any other tasks commensurate with the post.

To complete mandatory training.

To adhere to HLMG policies and procedures including maintaining confidentiality and discretion.

Person Specification

Qualifications

Essential

• GCSE level or equivalent in English and Maths

Desirable

• NVQ Level 2 or equivalent
• Medical Terminology Certificate

Experience

Essential

• Secretarial Experience
• Computer literate and have experience using different software packages
• Ability to work as a team member and autonomously
• Ability to complete tasks accurately and efficiently
• Ability to focus within a demanding office environment, working under pressure and dealing with tight deadlines and conflicting priorities.

Desirable

• Experience of working in a GP Practice / NHS Setting
• Experience of using SystmOne
• Experience of using eRS system
• Experience of using Microsoft Office

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.

Employer details

Employer name

Heart of Lincoln Medical Group (HLMG)

Address

501A Newark Road

Lincoln

LN6 8RT

Employer's website

https://newarkroadsurgery.co.uk/ (Opens in a new tab)