Job summary
Wolston Surgery is looking for an experienced and enthusiastic Medical Secretary to join our very friendly and busy team
Hours - 15 per week - Monday - Friday
To contribute to the effective and efficient running of the surgery, providing an excellent service to our patients, to be compassionate and able to help patients in a calm and courteous manner.
Support all clinical staff with general tasks as requested
Processing referrals using an electronic referral system (ERS
Summarising medical records for new patients.
Maintain a clean, tidy, effective working area at all times
Main duties of the job
To provide a comprehensive secretarial service to doctors, nurses, the Practice Manager, and wider clinical and administrative team.
Processing referrals using an electronic referral system (ERS)
Liaising with hospitals, clinics, and other health professionals
Summarising medical records for new patients.
Actioning patient queries and tasks on a daily basis via Emails and EMIS Web
Updating policies and procedures
To ensure that work is completed accurately and efficiently with all enquiries professionally and courteously handled whilst upholding confidentiality.
Key Areas: Patient services; Secretarial Services to Clinicians and wider team.A sound knowledge of medical terminology and experience in the use of e-refferals as well as an understanding of patient pathways.Understanding referral routes and use of relevant forms and templates Carrying out assigned tasks from both clinical professionals and the wider team.
This job description outlines the key duties of the role but is not an exhaustive list. You are required to undertake any other duties as requested which are commensurate with the role to ensure the smooth running of the practice. The job description may be amended to suit the needs of the business.
About us
Wolston Surgery is a rural Dispensing GP Training Practice with 4500 patients.
Our ethos is one of compassion and with the patient at the centre of care.
Job description
Job responsibilities
The following are the core responsibilities of
the Medical Secretary. There may be, on occasion, a requirement to carry out
other tasks; this will be dependent upon factors such as workload and staffing
levels:
a. Typing letters, reports, and associated
documentation as required
b. Liaising with external agencies such as
hospitals and community services, ensuring referrals are processed efficiently
c. Managing all enquiries in an effective
manner
d. Maintaining an accurate referrals
database
e. Summarising medical records for new
patients
f. Actioning all incoming email
g. Processing calling letters as requested
h. Scanning patient related documentation
and attaching scanned documents to patients healthcare records
i. Inputting data into the patients
healthcare records as necessary
a. Processing referrals using the
electronic referral system (ERS)
b. Processing requests for information i.e.,
SAR, insurance/solicitors letters and DVLA forms
c. Coding data on the clinical IT system
d. Answering incoming phone calls,
transferring calls or dealing with the callers request appropriately
e. Managing all administrative queries as
necessary
f. Updating policies and procedures
g. Carrying out system searches as
requested
h. Maintaining a clean, tidy, effective
working area at all times
i. Supporting all clinical staff with general administrative tasks as requested
Job description
Job responsibilities
The following are the core responsibilities of
the Medical Secretary. There may be, on occasion, a requirement to carry out
other tasks; this will be dependent upon factors such as workload and staffing
levels:
a. Typing letters, reports, and associated
documentation as required
b. Liaising with external agencies such as
hospitals and community services, ensuring referrals are processed efficiently
c. Managing all enquiries in an effective
manner
d. Maintaining an accurate referrals
database
e. Summarising medical records for new
patients
f. Actioning all incoming email
g. Processing calling letters as requested
h. Scanning patient related documentation
and attaching scanned documents to patients healthcare records
i. Inputting data into the patients
healthcare records as necessary
a. Processing referrals using the
electronic referral system (ERS)
b. Processing requests for information i.e.,
SAR, insurance/solicitors letters and DVLA forms
c. Coding data on the clinical IT system
d. Answering incoming phone calls,
transferring calls or dealing with the callers request appropriately
e. Managing all administrative queries as
necessary
f. Updating policies and procedures
g. Carrying out system searches as
requested
h. Maintaining a clean, tidy, effective
working area at all times
i. Supporting all clinical staff with general administrative tasks as requested
Person Specification
Qualifications
Essential
- GCSE grade A-C in English and Maths,
- Medical Terminology,
- Working in a healthcare setting as a medical secretary
Desirable
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Experience of working with the general public,
- Experience of working in a healthcare setting as a medical secretary,
- Excellent communication skills (written and oral),
- Strong IT skills,
- Clear, polite telephone manner,
- Competent in the use of Office and Outlook,
- Effective time management (planning and organising),
- Ability to work as a team member and autonomously,
- Good interpersonal skills,
- Problem-solving and analytical skills,
- Ability to follow policy and procedure,
- Polite and confident,
- Flexible and cooperative,
- Motivated,
- Forward-thinker,
- High levels of integrity and loyalty,
- Sensitive and empathetic in distressing situations,
- Ability to work under pressure,
- Flexibility to work outside of core office hours,
- Disclosure Barring Service (DBS) check,
Person Specification
Qualifications
Essential
- GCSE grade A-C in English and Maths,
- Medical Terminology,
- Working in a healthcare setting as a medical secretary
Desirable
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Experience of working with the general public,
- Experience of working in a healthcare setting as a medical secretary,
- Excellent communication skills (written and oral),
- Strong IT skills,
- Clear, polite telephone manner,
- Competent in the use of Office and Outlook,
- Effective time management (planning and organising),
- Ability to work as a team member and autonomously,
- Good interpersonal skills,
- Problem-solving and analytical skills,
- Ability to follow policy and procedure,
- Polite and confident,
- Flexible and cooperative,
- Motivated,
- Forward-thinker,
- High levels of integrity and loyalty,
- Sensitive and empathetic in distressing situations,
- Ability to work under pressure,
- Flexibility to work outside of core office hours,
- Disclosure Barring Service (DBS) check,
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.