The Medical Secretary holds a pivotal role in any practice and ours is no exception. This role forms the central point of our patient referrals and medical reports, working closely with GPs, our Practice Manager and our patients to ensure timely and accurate letters and information.
This is a great job which enables the holder to have both the full support of the surgery team whilst also working in an independent capacity prioritising their own workload to ensure we provide the best service as possible to our patients.
Main duties of the job
- Audio typing referrals and reports using the Lexicom digital dictation software
- Processing referrals utilizing local referral pathways i.e. electronic referral system (ERS)
- Dealing with queries from Patients, Service providers and the practice team
- Compiling patients notes and any other relevant medical information as a result of Subject Access Requests (SARs)
- Producing medical reports (private and NHS)
- Using the SystmOne GP medical records system to retrieve and input patient information
- Ensuring all reports, letters and shared medical information comply with GDPR and Data Protection regulations. Using iGDPR software where required.
- Managing referrals for other services provided by the Practice, overseeing patient waiting lists and liaising with other practices where required
About us
Rowcroft Medical Centre is a lovely GP Practice in the heart of Stroud in Gloucestershire. We have over 12,000 patients who reside in both the town of Stroud and the surrounding villages.
We are a forward thinking, training practice and are keen to work with our team to develop and support them and, where possible, support, create a work/life balance that supports both our staff and our surgery.
With this in mind this role is aimed at 18 hours per week with days and times to be discussed at interview. We are prepared to be as flexible as possible and, for the right candidate, would consider occasional home working.
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).
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. Process and type letters, reports and associated documentation as required
- b. Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
- c. Manage all enquiries in an effective manner
- d. Maintain an accurate referrals database
- e. Email letters and referrals as required
- f. Scan patient related documentation and attach scanned documents to patients healthcare records
- g. Input data into the patients healthcare records as necessary
- h. Process referrals using the electronic referral system (ERS)
- i. Create, check and action advice and guidance requests via ERS
- j. Process requests for information i.e. SAR, insurance, solicitors letters, iGPR and DVLA forms
- k. Answer phone calls, transfer calls or deal with the caller’s request appropriately
- l. Maintain a clean, tidy, effective working area at all times
- m. Support all clinical staff with general administrative tasks as requested
Person Specification
Qualifications
- RSA or similar typing / audio typing stage 2
Experience
- Secretarial and administrative experience in an employed, voluntary or training capacity
- Ability to demonstrate a strong commitment and work ethic via activities undertaken either paid or unpaid
- Secretarial/administrative role within Primary Care or NHS, Public Sector Setting
Skills
- Excellent keyboard skills
- Excellent organisational skills
- Demonstrates an interest in service provision for patients and a passion for the NHS and patient care
- Flexible and able to work within a demanding and challenging environment
- Ability to act on own initiative and as part of a team
- Prepared to be flexible and willing where possible to cover for team members on leave and on holiday
- Working knowledge of confidentiality and role this plays in health settings
- Demonstrate willingness to improve and develop in role
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.
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