Medical Secretary

Parklands Surgery

The closing date is 17 January 2025

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Job summary

Are you an experienced Medical Secretary looking for an exciting and rewarding role in General Practice? We are a friendly and supportive team with a growing patient population of 14,000, offering the chance to be part of a busy environment where your skills and dedication can make a real difference.

Main duties of the job

As our Medical Secretary, you will play a key role in ensuring the smooth running of the practice by providing high-quality secretarial and administrative support. This is a fast-paced position that requires excellent organisational skills, attention to detail, and the ability to prioritize competing demands.

  • Prepare, type, and manage correspondence, including medical referrals, reports, and patient communications, using EMIS Web and the CAB system.
  • Liaise with hospitals, consultants, and other healthcare providers to ensure seamless communication and patient care.

  • Manage and prioritise tasks, ensuring all requests are processed efficiently.
  • Provide a professional and empathetic service to patients, handling queries promptly and with care.
  • Maintain confidentiality and compliance with GDPR and other regulatory requirements.
  • Assist the administrative team with ad hoc tasks during busy periods.

    • About us

    • A well-established, patient-centered practice with 4 GP Partners, 2 Salaried GPs, 5 Nurse Practitioners, and 6 Practice Nurses.
    • Supported by a highly skilled and cohesive administrative team.
    • A modern workplace utilising EMIS Web and CAB systems to deliver top-quality care efficiently.
    • A welcoming team that values collaboration, support, and professional growth.

    Date posted

    15 December 2024

    Pay scheme

    Other

    Salary

    Depending on experience

    Contract

    Permanent

    Working pattern

    Full-time

    Reference number

    A3093-24-0009

    Job locations

    Parklands Surgery

    Wymington Road

    Rushden

    Northamptonshire

    NN10 9EB


    Job description

    Job responsibilities

    Primary key 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. Actioning all incoming email

    f. Processing calling letters as requested

    g. Scanning patient related documentation and attaching scanned documents to patients healthcare records

    h. Inputting data into the patients healthcare records as necessary

    i. Processing referrals using the electronic referral system (ERS)

    j. Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms

    k. Coding data on the clinical IT system

    l. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately

    m. Managing all administrative queries as necessary

    n. Carrying out system searches as requested

    o. Maintaining a clean, tidy, effective working area at all times

    p. Supporting all clinical staff with general administrative tasks as requested

    Secondary key responsibilities

    In addition to the primary responsibilities, the Medical Secretary may be requested to:

    a. Partake in audit as directed by the audit lead

    b. Produce meeting agendas and record the minutes of meetings

    c. Support reception staff, providing cover during absences.

    d.Complete opening and closing procedures in accordance with the duty rota

    Job description

    Job responsibilities

    Primary key 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. Actioning all incoming email

    f. Processing calling letters as requested

    g. Scanning patient related documentation and attaching scanned documents to patients healthcare records

    h. Inputting data into the patients healthcare records as necessary

    i. Processing referrals using the electronic referral system (ERS)

    j. Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms

    k. Coding data on the clinical IT system

    l. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately

    m. Managing all administrative queries as necessary

    n. Carrying out system searches as requested

    o. Maintaining a clean, tidy, effective working area at all times

    p. Supporting all clinical staff with general administrative tasks as requested

    Secondary key responsibilities

    In addition to the primary responsibilities, the Medical Secretary may be requested to:

    a. Partake in audit as directed by the audit lead

    b. Produce meeting agendas and record the minutes of meetings

    c. Support reception staff, providing cover during absences.

    d.Complete opening and closing procedures in accordance with the duty rota

    Person Specification

    Qualifications

    Essential

    • a. Educated to GCSE in Mathematics and English (C or above)
    • b. Experience of working with the general public
    • c. Experience of secretarial / administrative duties
    • d. Excellent communication skills (written and oral)
    • e. Strong IT skills, including audio typing
    • f. Effective time management (planning and organising)
    • g. Ability to work as a team member and autonomously
    • h. Problem solving and analytical skills
    • i. Ability to follow policy and procedure

    Desirable

    • a. NVQ Level 2 in Health and Social Care
    • b. Level 3 trained in Medical Terminology
    • c. Experience of working in a healthcare setting as a medical secretary
    • d. Working knowledge of EMIS Web
    • e. Experience of using the Choose & Book system

    Experience

    Essential

    • a. Experience of working in a public facing role / dealing with the public
    • b. Problem solving and analytical skills
    • c. Polite and confident
    • e. Motivated forward thinker
    • f. High levels of integrity and loyalty
    • g. Sensitive and empathetic in distressing situations
    • h. Ability to work under pressure

    Desirable

    • a. Experience of working in General Practice or a Healthcare setting
    Person Specification

    Qualifications

    Essential

    • a. Educated to GCSE in Mathematics and English (C or above)
    • b. Experience of working with the general public
    • c. Experience of secretarial / administrative duties
    • d. Excellent communication skills (written and oral)
    • e. Strong IT skills, including audio typing
    • f. Effective time management (planning and organising)
    • g. Ability to work as a team member and autonomously
    • h. Problem solving and analytical skills
    • i. Ability to follow policy and procedure

    Desirable

    • a. NVQ Level 2 in Health and Social Care
    • b. Level 3 trained in Medical Terminology
    • c. Experience of working in a healthcare setting as a medical secretary
    • d. Working knowledge of EMIS Web
    • e. Experience of using the Choose & Book system

    Experience

    Essential

    • a. Experience of working in a public facing role / dealing with the public
    • b. Problem solving and analytical skills
    • c. Polite and confident
    • e. Motivated forward thinker
    • f. High levels of integrity and loyalty
    • g. Sensitive and empathetic in distressing situations
    • h. Ability to work under pressure

    Desirable

    • a. Experience of working in General Practice or a Healthcare setting

    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

    Parklands Surgery

    Address

    Parklands Surgery

    Wymington Road

    Rushden

    Northamptonshire

    NN10 9EB


    Employer's website

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

    Employer details

    Employer name

    Parklands Surgery

    Address

    Parklands Surgery

    Wymington Road

    Rushden

    Northamptonshire

    NN10 9EB


    Employer's website

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

    For questions about the job, contact:

    Practice Manager

    Mandy Hack

    amanda.hack@nhs.net

    01933419460

    Date posted

    15 December 2024

    Pay scheme

    Other

    Salary

    Depending on experience

    Contract

    Permanent

    Working pattern

    Full-time

    Reference number

    A3093-24-0009

    Job locations

    Parklands Surgery

    Wymington Road

    Rushden

    Northamptonshire

    NN10 9EB


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