Job summary
Are you an experienced Medical Secretary looking for an afternoon
position in general practice? We would love to hear from you!
Voyager Family Health is a busy GP Surgery, based in
Farnborough, Hampshire. We can offer a wonderful working environment in state-of-the-art
building, surrounded by a friendly team.
Due to an internal promotion, we are currently looking for a Medical
Secretary to step in and join the team. You would be working alongside our
fantastic practice secretaries dealing with referrals, typing letters and
various other secretarial tasks.
Main duties of the job
We are looking for an experienced Medical Secretary with knowledge of EMIS Web and Docman and experience of working in a GP practice. You must have a helpful and polite telephone manner and work well in a team.
As a Medical Secretary you will provide essential administrative and secretarial support to the clinical team within Practice. This role ensures the accurate and timely processing of medical correspondence, referrals, reports, and patient communications, contributing to safe, efficient, and high-quality patient care. The post holder will act as a key liaison between patients, clinicians, hospitals, and other healthcare professionals.
About us
We can offer an excellent working environment in the newly converted
Farnborough Centre for Health. We have around 20,000 patients and a large
experienced clinical team who are supported by our fantastic Patient Services
Team. Although the largest practice in Farnborough, we are a friendly team and
work hard to maintain our family atmosphere with a strong ethos of teamwork and
mutual support.
The post holder must have a positive and flexible
approach to work, enjoy working as part of a team and understand and
demonstrate excellent initiative, teamwork and communication skills.
Shortlisted candidates must be available for interview W/C 9th
June 2025.
If you are confident that you meet the criteria listed and are looking
for a challenging, but rewarding role - we look forward to hearing from you.
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:
Medical Correspondence
- Typing and processing clinical
correspondence including letters, reports, and referrals from audio dictation
or notes.
- Ensuring all correspondence is correctly uploaded to the patients
record using clinical systems such as EMIS or Docman.
Referrals & Documentation
- Prepare and process referrals via the NHS e-Referral Service, ensuring accuracy and adherence to referral protocols.
- Maintain an accurate
referrals database
- Track and follow up on referrals as required
- Maintain and update medical and administrative templates as needed.
Patient Communication
- Respond to patient queries in person, by phone, or in writing in a
professional and confidential manner.
- Coordinate the distribution of letters and notifications to
patients regarding appointments, referrals, or test results where
appropriate.
Administrative Support
- Provide secretarial advice and support to GPs, nurses, and other staff
- Action all emails and
paper requests relating to referrals or patient information
- Scanning of patient
related documentation and attaching scanned documents to patients healthcare
records as needed and in the absence of GPA
- Complete and process
reports, confirming payment and scan into records before returning.
- Log all insurance,
front-desk and non-NHS work on income sheet. Record in patient records and
invoice accordingly.
- Ensure EMIS tasks and
requests relating to GP actions have been taken
- Ensure clinical notes and results are processed and actioned
according to internal workflows.
Data Quality & Governance
- Ensure all patient records are managed in line with GDPR and
confidentiality policies.
- Maintain accurate and up to date records and contribute to data
quality improvement initiatives.
- Support clinical audits, QOF, IIF, and other reporting activities
where required.
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:
Medical Correspondence
- Typing and processing clinical
correspondence including letters, reports, and referrals from audio dictation
or notes.
- Ensuring all correspondence is correctly uploaded to the patients
record using clinical systems such as EMIS or Docman.
Referrals & Documentation
- Prepare and process referrals via the NHS e-Referral Service, ensuring accuracy and adherence to referral protocols.
- Maintain an accurate
referrals database
- Track and follow up on referrals as required
- Maintain and update medical and administrative templates as needed.
Patient Communication
- Respond to patient queries in person, by phone, or in writing in a
professional and confidential manner.
- Coordinate the distribution of letters and notifications to
patients regarding appointments, referrals, or test results where
appropriate.
Administrative Support
- Provide secretarial advice and support to GPs, nurses, and other staff
- Action all emails and
paper requests relating to referrals or patient information
- Scanning of patient
related documentation and attaching scanned documents to patients healthcare
records as needed and in the absence of GPA
- Complete and process
reports, confirming payment and scan into records before returning.
- Log all insurance,
front-desk and non-NHS work on income sheet. Record in patient records and
invoice accordingly.
- Ensure EMIS tasks and
requests relating to GP actions have been taken
- Ensure clinical notes and results are processed and actioned
according to internal workflows.
Data Quality & Governance
- Ensure all patient records are managed in line with GDPR and
confidentiality policies.
- Maintain accurate and up to date records and contribute to data
quality improvement initiatives.
- Support clinical audits, QOF, IIF, and other reporting activities
where required.
Person Specification
Personal Qualities
Essential
- 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
Other Requirements
Essential
- Flexibility to work outside of core office hours if needed
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills, including audio typing
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- EMIS Web user skills
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE Mathematics & English
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a health care setting as a medical secretary
Person Specification
Personal Qualities
Essential
- 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
Other Requirements
Essential
- Flexibility to work outside of core office hours if needed
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills, including audio typing
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- EMIS Web user skills
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE Mathematics & English
- NVQ Level 2 in Health and Social Care
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a health care setting as a medical secretary
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.
