Medical Secretary - GP Surgery @ Stowhealth

Job summary

Stowhealth is an established GP Practice in Stowmarket, Suffolk.

We pride ourselves on offering an excellent, efficient and friendly service to all patients.

We currently have a vacancy for a part time Medical secretary for between 25-30 hours per week, there may be an option to split these hours between two applicants.

We are looking for an organised, efficient and enthusiastic Medical Secretary to join our busy GP practice team.

The successful candidate will provide comprehensive secretarial and administrative support to our GPs and wider clinical team, ensuring that clinical correspondence, referrals and other patient-related documentation are processed accurately, efficiently and within appropriate timescales.

This is an important role within the practice, requiring someone with excellent attention to detail, strong organisational skills and the ability to manage competing priorities whilst maintaining confidentiality and professionalism at all times.

Main duties of the job

Main Duties of the Role

• Ensure the accurate and timely typing, preparation and processing of clinical referrals, letters and other correspondence for GPs and clinical staff as requested.
• Process referrals via SystmOne and the NHS e-Referral Service, ensuring all relevant information and documentation is completed correctly and referrals are sent to the appropriate departments.
• Action tasks allocated by GPs and other clinical staff.
• Deal with telephone enquiries received via the secretarial telephone call list.
• Respond to patient enquiries relevant to the secretarial role which are received through askmyGP.
• Liaise professionally with hospital departments, consultants, medical secretaries, community services and other external agencies.
• Ensure all correspondence and administrative processes are completed within appropriate timescales, maintaining a high standard of accuracy and attention to detail.

About us

Stowhealth is an inclusive, friendly, flexible, forward thinking, multi-disciplinary Primary care team, based in Stowmarket, Suffolk. We currently care for over 23,000 patients.

We have a reputation for award winning innovation and novel working practices, developed to fit around our individual clinicians.

We are part of the Stowmarket locality of East Suffolk PCN.

We use the AskmyGP online consultation service allowing us to manage our own workload, with control over face to face appointment lengths and timings.

Our team of doctors, advanced nurse practitioners, practice nurses and physician associates deal with daily clinical enquiries.

Our skilled care navigators, receptionists and admin staff deal with non-clinical issues on our behalf.

Job description

Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES OF THE POST

• Provide an efficient and accurate medical secretarial service to GPs and the wider clinical team, including the preparation and processing of clinical referrals, letters, reports and general correspondence.
• Process referrals via SystmOne and the NHS e-Referral Service, ensuring all relevant documentation is completed accurately and submitted within appropriate timescales.
• Action clinical and administrative tasks, including chasing outstanding results, hospital correspondence, clinic letters, discharge summaries and referrals.
• Monitor outstanding work and follow up where necessary, escalating delays or concerns to the appropriate clinician.
• Manage telephone and online patient enquiries received through the secretarial telephone call list and askmyGP, responding to administrative queries and directing clinical matters appropriately.
• Maintain accurate patient records and ensure relevant information is recorded on SystmOne.
• Liaise with hospital departments, consultants, medical secretaries, community services, midwives and other external agencies as required.
• Register antenatal patients on SystmOne and maintain appropriate communication with community midwives.
• Organise and prioritise workload effectively, ensuring tasks are completed accurately and within required timescales.
• Work collaboratively with colleagues, providing support and cover during periods of absence to maintain continuity of the secretarial service.
• Maintain patient confidentiality and comply with all practice policies, procedures and information governance requirements.
• Undertake relevant training and development and any other duties appropriate to the role as reasonably requested by the Practice Manager or line manager.

Person Specification

Experience

Essential

• Good standard of general education, including English and Maths.
• Excellent written and verbal communication skills.
• Good organisational and time-management skills, with the ability to prioritise a varied workload and meet deadlines.
• High level of accuracy and attention to detail.
• Good IT skills and confidence in using computer systems.
• Ability to work independently, use initiative and recognise when to seek advice or guidance.
• Ability to work effectively as part of a team and support colleagues when required.
• Professional, approachable and helpful manner when dealing with patients, colleagues and external organisations.
• Ability to work under pressure and manage competing demands.
• Understanding of the importance of confidentiality, discretion and data protection.
• Flexible, reliable and enthusiastic approach to work.
• Willingness to undertake training and develop the skills required for the role.

Desirable

• Previous experience working within a GP surgery or other healthcare setting.
• Previous medical secretarial or medical administration experience.
• Knowledge of medical terminology.
• Experience of using SystmOne or another clinical computer system.
• Experience of processing NHS referrals, including the NHS e-Referral Service.
• Experience of dealing with hospital departments, consultants and other healthcare professionals.
• Understanding of NHS general practice and the administrative processes involved in patient 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

Stowhealth

Address

Violet Hill House

Violet Hill Road

Stowmarket

Suffolk

IP14 1NL

United Kingdom

Employer's website

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