About this role
Job summary
An opportunity has arisen for the position of Medical Secretary here at West Oak Surgery. We are looking for a committed and hard-working person to join our small friendly team to provide a wide range of secretarial services to our clinicians. The role requires attention to deadlines and accuracy, and the ability to liaise with many service providers, patients, and colleagues. Therefore, the applicant must be reliable, adaptable, and have the ability to prioritise safely and efficiently. The applicant must be able to work on their own initiative and within the existing secretarial team, have a high standard of communication skills, and the ability to work under pressure.
This role is for 21 hours per week, working over 3 days on Wednesdays, Thursdays and Fridays.
Main duties of the job
Provide secretarial and administrative support to GPs, clinicians and the multidisciplinary team.
Prepare and process clinical correspondence, reports and referral documentation.
Track referrals and follow up outstanding results, clinic letters and correspondence.
Process and monitor NHS and private referrals using ERS, SystmOne and F12.
Liaise with hospitals, consultants and community services regarding referrals and patient care.
Manage telephone calls, enquiries, and emails to the secretarial team.
Sort post and incoming or outgoing documentation, ensuring accurate processing and recording.
Scan, upload and maintain accurate patient records and filing systems.
Process medical record requests, SARs, insurance reports, solicitor and DVLA reports.
Administer private fee requests, including invoicing and maintaining financial records in conjunction with the Practice Manager.
Provide note taking in meetings and produce accurate and timely minutes.
About us
West Oak Surgery is a small friendly practice situated in Mapperley, Nottingham, with a practice population of approximately 5000 patients.
We have a 4 GP's, 2 Nurses and 1 HCA, along with our reception, administration, and secretarial team. We are part of the Synergy PCN covering the local area.
West Oak Surgery is located near to the shops, and is on a bus route. Parking is also available.
Job description
Job responsibilities
Provide a comprehensive secretarial, administrative and clerical support service to GPs, clinicians and the wider multidisciplinary team
Produce, type and process letters, reports, referral documentation and other clinical correspondence accurately and within agreed timescales, using relevant software
Process NHS and private referrals using electronic referral systems including ERS and SystmOne, monitoring worklists and actioning responses or rejections as required
Submit Advice and Guidance requests to consultants and liaise with hospitals, community services and other external agencies to ensure referrals and requests are progressed efficiently
Manage all incoming and outgoing telephone calls to the secretarial team, taking accurate messages, responding to enquiries and facilitating effective communication with patients, clinicians and external organisations
Process, distribute and action incoming emails, electronic documents, scanned correspondence and tasks to the secretarial team in a timely manner, using relevant software
Scan, upload and accurately attach documentation to patients electronic healthcare records
Maintain accurate, secure and accessible electronic and paper filing systems, patient records and administrative databases
Process requests for information including subject access requests, insurance reports, solicitor requests, DVLA documentation and medical records requests
Manage private fees administration, including invoicing patients and third parties
Process requests relating to the Medical Examiner Service
Monitor and maintain referral tracking systems and undertake follow-up actions with secondary care providers where necessary
Chase outstanding hospital results, clinic letters and other correspondence on behalf of clinicians
Undertake death administration and associated record updates
Update patient records following clinical meetings, safeguarding discussions and other multidisciplinary reviews as required
Manage incoming and outgoing secretarial mail, including despatch, franking and special delivery arrangements
Assist with audit, quality improvement and clinical governance activities
Provide cover for the secretarial team during periods of staff absence
Assist with induction and training of new staff where required
Undertake mandatory training and participate in appraisal, personal development and continuous improvement activities
Maintain accurate, confidential and secure handling of patient and practice information at all times
Maintain a clean, organised and effective working environment
Comply with all practice policies, procedures, safeguarding requirements, information governance standards, health and safety regulations and relevant legislation
Undertake any other duties appropriate to the role as requested by the Practice Manager to support the effective delivery of patient care and practice operations
Person Specification
Experience
Essential
- Experience of working within the medical sector, ideally within primary or secondary care, or associated care services
- Excellent standard of both spoken and written English
- Proven communication skills
- Experience of working with various forms of IT
Desirable
- Experience of working in primary care within the secretarial field
Qualifications
Essential
- Educated to at least GCSE grade A to C in English and Maths
Desirable
- Qualifications relating to primary care
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
West Oak Surgery
Address
319 Westdale Lane
Mapperley
Nottingham
NG3 6EW
United Kingdom
Employer's website
https://www.westoaksurgery.co.uk/ (Opens in a new tab)