Job responsibilities
To
be responsible for undertaking a wide range of secretarial and administrative
duties and the provision of administrative support to the multidisciplinary
team.
Duties
can include, but are not limited to, the processing of information (electronic
and hard copy) in a timely manner, liaising with multidisciplinary team members
and external agencies such as secondary care and community service providers in
accordance with current policies, including the use of the electronic referral
service (ERS).
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 and secretarial 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
q.
Completion
of all tasks and queries
r. To receive
incoming and initiate outgoing telephone calls in order to facilitate timely
and appropriate communications with others, taking messages and dealing with
appropriate queries
s.
Liaising
with all staff such as GPs, Practice Nurses, Managers and internal administrative
staff.
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 staff absences
d.
Complete
opening and closing procedures in accordance with the duty rota