Medical Secretary

Job description

Job responsibilities

The role of Medical Secretary is to provide an efficient and effective secretarial service to the Partners, Salaried GPs and Registrars in supporting the needs of Whitstable Medical Practice.

Responsibilities:

Some of the duties listed below will be delegated to one secretary but all secretaries must be aware that these duties need to be covered during absence and should familiarise themselves with what is required and make sure they have access to appropriate protocols.

Taking dictation by shorthand or audio, typing dictations/referral letters and other correspondence by using a digital dictation system and entering on patient electronic records.

Attaching letters and initial referrals to the NHS E-Referral Service (formerly Choose & Book) and reporting of any problems to East Kent Hospitals NHS Foundation Trust.

Typing investigation requests and results, i.e. x-rays and arranging scanning for any handwritten referrals.

Typing medical reports as requested by third party, and sending relevant accounts.

Obtaining reports and results from hospitals as requested by GPs.

Responsible for arranging urgent NHS and private patient appointments.

Performing other duties as agreed with individual GPs, i.e. completing forms etc.

Dealing with patients enquiries on any of the above, either by telephone or in person.

Making telephone consultation appointments where necessary.

Dealing with correspondence requests through Docman and Tasks.

Keep a diary of patients who need to be recalled after tests.

Passing copies/original outgoing handwritten rapid access, x-rays, echo referrals for scanning into the system.

Recording all letter/telephone encounters on the computer.

Keeping records of correspondence as required.

Dealing with NHS e-Referral Service appointments.

Taking post to reception and special delivery/recorded delivery etc.

Informing hospitals and other agencies of deaths.

Notification of Infectious Diseases to the Public Health laboratory.

Taking minutes at meetings an undertaking other general administrative duties.

Welcoming and assisting in the training of any new members of staff to the secretarial team.

Supporting the Practice by providing secretarial support to any doctors/consultants involved in an additional service.

Liaising with practice staff, nurses, social services, hospitals, insurance companies, solicitors, CCG staff, voluntary and other organisations.

Keeping adequate stocks of stationery and other office supplies.

Reporting problems with the photocopier and franking machine to appropriate engineer.

Running weekly computer searches for Rapid Access Referrals and chasing-up appointments when necessary.

Running monthly computer searches for deaths.

Running weekly computer searches for under 5s referrals to notify Health Visitors of any referrals.

Making coffee morning appointments for Drug Representatives and obtaining signatures for fees spent on meetings.

Be familiar with secretarial protocols and take part in their regular updating.

Other duties as per doctors instructions as dictated by changes in the nature of Whitstable Medical Practice.

Person Specification

Qualifications

Essential

• Minimum Grade C GCSE or equivalent in English Language and Maths.

Desirable

• Medical Terminology Course.
• Medical Secretary Course/Diploma.
• Secretary/ Admin qualification.

Skills and Abilities

Essential

• Ability to communicate effectively with people at all levels by telephone, in writing and face to face.
• Excellent attention to detail and literacy skills.
• Excellent organisational skills with the ability to prioritise own workload and multi-task.
• Able to work under pressure and to deadlines.
• Able to work well as part of a team.
• Tact, diplomacy and sensitivity.
• Flexibility and confidentiality.
• Minute taking.
• Strong IT skills including Microsoft packages.

Experience

Essential

• Experience of working as a Personal Assistant or Secretary.
• Experience of working in a busy environment working to tight deadlines.

Desirable

• Experience of working as a Medical Secretary.
• Knowledge of the NHS e-Referral Service.
• Knowledge of EMIS or other clinical systems.
• Knowledge of Docman,
• Knowledge of local hospitals.

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

Whitstable Medical Practice

Address

Estuary View Medical Centre

Boorman Way

Whitstable

Kent

CT5 3SE

Employer's website

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