Medical Secretary @ Collingham Medical Centre

Job summary

Are you organised, proactive and enjoy a varied role where your work makes a real difference? We are looking for a reliable and enthusiastic Medical Secretary to join our primary care team, providing essential administrative support to our GPs and wider practice team.

This is a very busy, very varied and rewarding role, covering everything from managing referrals and clinical correspondence to processing medical reports, processing Subject Access Requests and maintaining administrative systems. You will play an important part in keeping the practice running smoothly, ensuring that information is managed accurately and that administrative processes support the delivery of high-quality patient care.

The successful candidate will be a strong team player with excellent attention to detail, good organisational skills and a professional, approachable manner. They will be comfortable managing a varied workload, prioritising tasks and handling confidential information with care and discretion. You will be joining a well established secretarial team.

If you enjoy taking ownership of your work, solving problems and being a valued member of a busy healthcare team, this role offers an opportunity to make a meaningful contribution to the day-to-day running of our practice.

Main duties of the job

Who We Are Looking For

We are looking for someone who is organised, approachable and takes pride in doing a job well. You will be comfortable managing workload, working at a fast pace, being part of a team and will understand the importance of accuracy, confidentiality and good communication in a healthcare setting.

The ideal candidate will have

• Excellent attention to detail
• Good organisational skills
• Good communication skills
• Strong IT skills
• A commitment to confidentiality
• A proactive approach
• A flexible and positive attitude
• A team-focused approach
• Previous relevant experience

We recognise that the right person brings more than just experience. We value reliability, a willingness to learn, a positive attitude and a genuine commitment to supporting colleagues and helping the practice deliver an excellent service to its patients.

About us

The team at Collingham Medical Centre has a forward thinking ethos and we are always aiming to improve and develop our processes, to improve patient care.

The secretarial team are hard-working, meticulous and work with the wider team to achieve shared goals.

We are friendly, respectful and help each other whenever required.

Job description

Job responsibilities

Overview of Key Responsibilities and Duties

1. Referral Management and NHS e-Referral Service (e-RS)

• Process, coordinate and monitor patient referrals to secondary care and other healthcare services.
• Manage referrals through the NHS e-Referral Service (e-RS), ensuring accurate and timely processing.
• Check referral documentation for completeness and ensure relevant clinical information is attached.
• Liaise with GPs, patients, hospitals, specialist departments and other healthcare providers regarding referral queries and appointment arrangements.
• Monitor rejected, returned or incomplete referrals and follow up outstanding administrative actions.
• Maintain accurate referral records within the clinical system.

2. MDT Meetings and Minute Taking

• Provide secretarial support to GPs and the wider clinical team, including the preparation, formatting and distribution of correspondence.
• Attend meetings as required and produce accurate, clear and timely minutes.
• Record decisions, actions and responsibilities arising from meetings and follow up outstanding actions where appropriate.
• Maintain organised and confidential records of meeting minutes and related documentation.
• Handle telephone calls, emails and written enquiries professionally, directing clinical matters to the appropriate member of the team.

3. Workflow Management

• Process clinical and administrative workflows, ensuring tasks are completed accurately and in a timely manner.
• Enter relevant clinical information into patient records, including major diagnoses, operations and other significant medical history, in accordance with practice protocols.
• Add requests for blood tests to the ICE system.
• Book patient appointments as recommended in clinic letters, ensuring accurate scheduling and recording within the clinical system.
• Action requests for copies of clinical correspondence, ensuring information is handled securely and in accordance with confidentiality and information governance requirements.
• Monitor inboxes regularly to ensure queries, amendments and outstanding tasks are reviewed and resolved within appropriate timescales.
• Support scanning staff by responding to queries and providing guidance on document handling and processing procedures.
• Maintain the document management system, ensuring it remains accurate, up to date and functioning effectively.
• Identify and report any issues affecting workflow processes or the document management system to the appropriate member of staff.

4. DotRecall Pathology Reports

• Manage and action pathology reports through the DotRecall system in accordance with established practice protocols.
• Ensure pathology reports are directed to the appropriate GP or clinician for review and action.
• Ensure relevant administrative actions are completed accurately and recorded appropriately within the clinical system.
• Escalate any clinical concerns or urgent matters identified during the administrative process to the appropriate clinician, promptly.

5. Cervical Screening Management System

• Action administrative tasks arising from the Cervical Screening Management System.
• Escalate clinical queries, abnormal results or concerns about missed or outstanding actions to the appropriate clinician.

6. Insurance Reports and iGPR

• Process requests from insurance companies for medical reports and GP reports (received by post and via iGPR).
• Check that requests are supported by appropriate patient consent, authority and documentation before processing.
• Liaise with patients, insurers, GPs and other relevant parties regarding outstanding information, fees and report completion.
• Maintain accurate records of requests, correspondence, completion dates and report releases.

7. Subject Access Requests (SARs)

• Receive, log, acknowledge and coordinate Subject Access Requests
• Verify the identity of the requester and confirm their authority to access the requested information, where applicable.
• Liaise with patients, authorised representatives, GPs, the Practice Manager and the relevant information governance lead as required.
• Retrieve and collate relevant medical records and associated documentation within the scope of the request.
• Conduct an initial administrative review of records before release, identifying information that may require further consideration, including third-party information, confidential information and potentially sensitive clinical material.
• Refer records requiring clinical review, redaction decisions or decisions about withholding information to the appropriate GP, Practice Manager or information governance lead. Escalate complex requests, potential exemptions, complaints or concerns to the appropriate senior member of staff.
• Ensure records are not released until the necessary checks, reviews and authorisations have been completed.
• Monitor statutory deadlines, maintain an audit trail and ensure requests are handled securely and within the applicable legal timeframe.

8. Private Medical Forms and Reports

• Process private medical forms, certificates, questionnaires and other non-NHS administrative requests.
• Check forms for completeness and ensure the necessary patient consent, information and payment arrangements are in place.
• Forward forms requiring clinical input to the appropriate GP or clinician.
• Monitor progress and liaise with patients regarding collection, completion timescales and outstanding information.
• Ensure forms are reviewed and signed by the appropriate clinician where necessary.
• Maintain accurate records of requests, payments where applicable, and completed documentation.

Person Specification

Experience

Essential

• We recognise that the right person brings more than just experience.

Desirable

• Experience working in a GP practice or other healthcare environment.
• Familiarity with the SystmOne, NHS e-Referral Service (e-RS), DotRecall, ICE, iGPR and electronic document management systems.
• Experience processing pathology reports and cervical screening administration.
• Experience handling Subject Access Requests (SARs), insurance reports, iGPR and private medical forms.
• An understanding of medical terminology, patient records and NHS primary care processes.

Qualifications

Essential

• GCSE A to C (or equivalent) in English and Maths

Desirable

• Medical Terminology Training

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

Collingham Medical Centre

Address

High Street

Collingham

Nottinghamshire

NG23 7LB

United Kingdom

Employer's website

https://www.collinghammedicalcentre.co.uk (Opens in a new tab)