About this role
Job summary
An exciting opportunity has arisen for an experienced and motivated Medical Secretary to join our friendly and supportive team at Laurel Bank Surgery.
We are looking for an organised individual with excellent communication skills and a strong attention to detail to provide a comprehensive secretarial and administrative service to our clinical team. The successful candidate will play a key role in managing patient referrals, supporting clinical workflows, and coordinating private medical work while maintaining the highest standards of confidentiality and patient care.
This is a rewarding role for someone who enjoys working in a fast-paced environment and is committed to delivering an excellent service to patients and colleagues.
Main duties of the job
The successful candidate will:
Prepare referral letters, reports and clinical correspondence using audio typing and practice systems. Process and monitor referrals through electronic referral systems. Arrange hospital appointments, admissions and referrals for patients. Manage incoming and outgoing correspondence, including scanning and document management. Process tasks within EMIS and Docman efficiently and accurately. Coordinate Subject Access Requests and private medical report requests. Maintain accurate records of private work and ensure invoices are raised and monitored. Support the practice team in maintaining effective communication systems and administrative processes.
About us
Laurel Bank Surgery is a well-established GP practice committed to delivering high-quality patient care. We pride ourselves on providing a supportive working environment where teamwork, professionalism and continuous improvement are valued.
We offer a welcoming workplace, opportunities for personal development and the chance to make a real difference to the care we provide for our patients.
Job description Job responsibilities
Main responsibilities
Type referral letters, reports, submissions, etc. using audio typing and from tasks. Complete and submit referral forms. Arrange hospital referrals, appointments, and admissions. Deal with all patients requiring referral, including helping patients at the desk or on the telephone. Maintain an overview document of available referral pathways and methods for submission. Monitor and manage the electronic referral system Process outgoing mail (post and/or courier) and take to post box. Monitor stock of letterhead paper, compliment slips and postage stamps. Open all incoming post and distribute to all concerned as per the protocol and the preparation of incoming clinical post for scanning. On a rota basis, prepare, scan and code all referral forms and cards. Scan all confidential letters/forms/reports etc. Attend to EMIS and Docman tasks in a timely manner. File inbound Docman letters and forward to clinical coding team for processing. Monitor and manage the practice generic email accounts.
Private Services:
Handle requests for private medical reports from Insurance companies and Solicitors, ensuring requests complies with all Data Protection and Caldicott issues. Produce insurance report electronically. Scan completed form into patients record and post. Record medical and report requests on spreadsheet and produce accurate invoice records, ensuring payment is received (in advance as appropriate) for Private Work. Conduct a monthly review of private fees outstanding, chasing debt for payment. Ensure patients notes are copied as required and issued with appropriate invoice by recorded mail. When requested, update the patient and staff list of Private Fees, including the pricing for travel services and the travel pricing calculation sheet. Action Subject Access Requests and Private paperwork using iGPR software.
Information Technology:
Within the team:
Maintain an up-to-date directory of all referral forms on the EMIS Web Resource Publisher, communicating changes to relevant staff when new forms are issued. Maintain the digital dictation system through Lexacom. Manage the franking machine, including payments.
Person Specification
Qualifications Essential
Good standard of education with excellent literacy and numeracy skills
Desirable
AMSPAR (or equivalent) qualification
Experience Essential
NHS/Primary Care/general practice experience
Desirable
Experience of working in a healthcare setting as a medical secretary. Experience of producing agendas and minutes for meetings. Experience of supervising colleagues, performance management and staff development.
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 Malpas Surgery
Address Old Hall Street
Malpas
Cheshire
SY14 8PS
United Kingdom
Employer's website https://www.malpassurgery.co.uk (Opens in a new tab)