GP Medical Secretary @ Kirklands Surgery

Job summary

We are looking for a friendly, organised and motivated Medical Secretary to join our team. This is an excellent opportunity for someone with strong administrative and communication skills who enjoys working in a busy healthcare environment and is passionate about providing excellent patient care.

The successful candidate will play an important role in supporting the smooth running of our practice, providing efficient secretarial and administrative support to our clinical team while ensuring patients receive a professional, friendly and compassionate service.

If you are reliable, approachable, have excellent attention to detail and enjoy working as part of a supportive team, we would love to hear from you!

Main duties of the job

• Provide comprehensive secretarial and administrative support to GPs and other clinical staff.
• Prepare, type and process medical correspondence, referral letters, clinical reports and other documentation accurately and within agreed timescales.
• Process NHS and private patient referrals to hospitals, consultants and other healthcare providers, ensuring urgent referrals are dealt with promptly and in accordance with practice procedures.
• Monitor referrals and outstanding correspondence, following up where necessary and liaising with hospitals, consultants and other healthcare professionals.
• Manage incoming and outgoing post, emails and telephone enquiries, ensuring correspondence is directed to the appropriate person.
• Communicate professionally and sensitively with patients, responding to queries and providing assistance regarding appointments, referrals and medical correspondence where appropriate.
• Maintain accurate patient records, using the practice clinical system to scan, code and attach correspondence to the correct records.
• Ensure all patient information is handled securely and in accordance with GDPR, the Data Protection Act 2018, NHS information governance requirements and practice policies.
• Assist with preparing medical reports, insurance forms and occupational health documentation.
• Take Minutes when required

About us

We are a friendly, forward-thinking, and growing GP practice based in Portsmouth, currently caring for approximately 9,500 patients. Our team is committed to delivering high-quality, patient-centred care while fostering a positive and supportive working environment.

We pride ourselves on being progressive and adaptable, embracing new ways of working to improve both patient access and staff wellbeing. As a growing practice, we are continually developing our services and welcome new ideas and innovation.

Job description

Job responsibilities

Key Responsibilities and Duties

Secretarial and Administrative Duties

• Provide secretarial and administrative support to GPs and other clinical staff.
• Type, prepare and process medical correspondence, referral letters and clinical reports.
• Deal with incoming and outgoing post, emails and other correspondence.
• Maintain accurate filing systems, both electronic and paper based.
• Ensure all documents are processed accurately and within agreed timescales.
• Take minutes when required.

Medical Referrals and Correspondence

• Process NHS and private patient referrals to hospitals, consultants and other healthcare providers.
• Ensure referrals are sent promptly and contain all relevant information.
• Monitor referral correspondence and follow up outstanding requests where necessary.
• Liaise with hospitals, consultants and other healthcare professionals regarding patient appointments and referrals.
• Handle urgent referrals in accordance with practice procedures.

Patient Communication

• Respond to telephone and email enquiries in a professional, polite and helpful manner.
• Deal with patient queries sensitively and direct them to the appropriate member of staff.
• Communicate with patients regarding appointments, referrals and medical correspondence where appropriate.
• Maintain patient confidentiality and demonstrate empathy and understanding at all times.

Clinical System and Data Management

• Use the practice clinical system to access and update patient information.
• Scan, code and attach correspondence to the correct patient records.
• Ensure patient records are accurate, up to date and appropriately maintained.
• Maintain strict confidentiality when handling sensitive medical information.
• Follow practice policies and procedures relating to data protection and information governance.

General Practice Support

• Support the wider administration and reception team when required.
• Liaise with GPs, nurses, receptionists, hospitals and external organisations.
• Assist with the preparation of medical reports and insurance or occupational health forms.
• Manage incoming clinical correspondence and ensure it reaches the appropriate clinician.
• Undertake any other reasonable duties as requested by the Practice Manager.

Essential Skills and Experience

• Previous administrative or secretarial experience, preferably within a GP practice or healthcare setting.
• Excellent written and verbal communication skills.
• Good typing and computer skills.
• Strong organisational and time-management abilities.
• Ability to work accurately under pressure and meet deadlines.
• Ability to handle confidential and sensitive information.
• Good telephone manner and professional approach.
• Ability to work independently and as part of a team.

Desirable Skills

• Previous experience using GP clinical systems SystmOne.
• Knowledge of NHS referral processes and healthcare terminology.
• Experience processing hospital referrals and medical correspondence.
• Understanding of GDPR and NHS confidentiality requirements.

Personal Attributes

• Professional, friendly and approachable.
• Reliable, punctual and trustworthy.
• Organised with excellent attention to detail.
• Flexible and adaptable to changing workloads.
• Calm and confident when dealing with challenging situations.
• Committed to providing excellent patient care and customer service.

Confidentiality and Data Protection

The postholder must maintain strict patient confidentiality at all times and comply with GDPR, the Data Protection Act 2018, NHS information governance requirements and practice policies.

The postholder must understand that any breach of confidentiality may result in disciplinary action.

Person Specification

Qualifications

Essential

• GCSE English and Maths, or equivalent.
• Good typing, IT and computer skills.
• Excellent written and verbal communication skills.
• Good organisational and time-management skills.
• Ability to prioritise workload and meet deadlines.
• Ability to maintain confidentiality and handle sensitive patient information.
• Good telephone manner and professional approach.
• Ability to work independently and as part of a team.
• Accurate attention to detail when processing medical correspondence and patient records.
• Understanding of GDPR, data protection and patient confidentiality.

Desirable

• Previous experience using GP clinical systems SystmOne.
• Knowledge of NHS referral processes and healthcare terminology.
• Experience processing hospital referrals and medical correspondence.
• Understanding of GDPR and NHS confidentiality requirements.

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

Kirklands Surgery

Address

111 Copnor Road

Portsmouth

PO3 5AF

United Kingdom

Employer's website

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