About this role
Job summary
Grimston Surgery are looking to recruit a part-time medical secretary working 2 days (15 hours) per week.
The Medical Secretary role is to assist referring clinicians with processing patient referrals, to obtain results/information as necessary, and carry out other administrative tasks for the surgery.
Experience of working within the NHS is an advantage. Medical background is preferred.
The ideal candidate would have excellent word processing/Microsoft Windows skills.
Experience of Lexacom and Systmone preferred, along with knowledge of Medical terminology. Strong attention to detail and accuracy. Experience of digital/audio typing. Good communication skills, both written and verbal. Able to work under pressure/prioritising workload.
Strong work ethic to commit to deadlines and completion. Able to work independently, and as part of a team. Excellent organisational and multitasking skills. Must have ability to always maintain confidentiality of patient information.
Main duties of the job
Type letters, reports and associated documentation as required and within the specified timescales as appropriateLiaise with external agencies such as hospitals and community services, ensuring referrals are processed efficientlyManage all enquiries in an effective mannerProcess incoming letters/emails/messages as requested within a timely mannerScan documentation and attach scanned documents to patients healthcare recordsProcess referrals using the electronic referral system (ERS)Answer incoming phone calls, transferring calls or dealing with the callers request appropriatelyManage all administrative queries as necessaryConduct clinical system searches as requestedAdhere to practice policies and procedures on Safeguarding Adults and Safeguarding ChildrenParticipate in local initiatives to enhance service delivery and patient careProduce meeting agendas and record the minutes of meetingsSupport and participate in shared learningProcess requests for information i.e., SAR, insurance/solicitors letters and DVLA formsAccurately input and code SNOMED CT data on the clinical IT system
About us
Grimston Medical Centre is a rural dispensing practice in West Norfolk with a patient list of 3,500. We are a dedicated teaching surgery, hosting GP Registrars and students from the University of East Anglia (UEA), and are an active member of the Coastal PCN. Our multi-disciplinary team consists of 3 GP Partners, a salaried GP, an Advanced Nurse Practitioner, a Paramedic, Practice Nurses, and HCAs, all supported by a professional non-clinical administrative and dispensing team. We provide a full range of NHS services with a strong focus on long-term condition reviews, delivering high-quality care within a supportive, collaborative village environment.
Job description 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. Furthermore, duties can also include supporting the administration and receptionist teams as required.
To assist with SNOMED CT coding of relevant information into patients electronic healthcare records on the clinical system, adhering to the organisations coding policy.
The post-holder will be an integral part of the general practice team.
The following are the core responsibilities of the Medical Secretary in delivering health services. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:
Type letters, reports and associated documentation as required and within the specified timescales as appropriate for the referralLiaise with external agencies such as hospitals and community services, ensuring referrals are processed efficientlyManage all enquiries in an effective mannerMaintain an accurate referrals databaseAction all incoming email/accrux messages within a timely mannerProcess incoming letters as requestedScan documentation and attach scanned documents to patients healthcare recordsProcess referrals using the electronic referral system (ERS)Answer incoming phone calls, transferring calls or dealing with the callers request appropriatelyManage all administrative queries as necessaryConduct clinical system searches as requestedSupport all clinical staff with general administrative tasks as requestedMaintain a clean, tidy, effective working area at all timesBe an integral part of the general practice teamBe aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding ChildrenUndertake all mandatory training and induction programmesContribute to and embrace the spectrum of clinical governanceAttend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed
In addition to the primary responsibilities, the Medical Secretary has the following wider responsibilities:
Participate in local initiatives to enhance service delivery and patient careProduce meeting agendas and record the minutes of meetingsSupport and participate in shared learningProcess requests for information i.e., SAR, insurance/solicitors letters and DVLA formsAccurately input and code SNOMED CT data on the clinical IT system
Person Specification
Experience Essential
Previous experience as a Medical Secretary or Senior Administrator (preferably within the NHS or a clinical setting) Proficient in medical audio-typing and terminology. Advanced skills in Microsoft Office (Word, Excel, Outlook) and general IT literacy. Experience using the Electronic Referral System (e-RS) Exceptional verbal and written communication skills with the ability to deal with sensitive information and diverse patient needs. Proven ability to manage a busy workload, meet tight deadlines, and work independently. A thorough understanding of GDPR and the importance of patient confidentiality. Good general education (GCSE Grade C/4 or above in English and Maths).
Desirable
Experience using SystmOne Familiarity with SNOMED CT coding. Experience processing Subject Access Requests (SARs) and insurance/legal reports. Basic understanding of Safeguarding protocols and Clinical Governance frameworks.
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 Grimston Medical Centre
Address Congham Road
Grimston
King's Lynn
Norfolk
PE32 1DW
Employer's website https://www.grimstonmedicalcentre.co.uk/ (Opens in a new tab)