About this role
Job summary
To provide comprehensive secretarial and administrative support to the clinical team, ensuring referrals, correspondence, patient communications and administrative processes are managed efficiently and accurately.
The post holder will act as a key liaison between patients, clinicians, hospitals, community services and other healthcare providers, supporting the delivery of safe, effective and patient-centred care.
The role requires excellent organisational skills, attention to detail, effective communication and the ability to manage multiple priorities within a fast-paced primary care environment.
Main duties of the job
The following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
Referral Management
Process routine, urgent and suspected cancer referrals in accordance with practice protocols. Create and submit referrals via the NHS e-Referral Service (e-RS). Monitor referral outcomes and ensure referrals are progressed appropriately. Respond to referral queries from patients, clinicians and secondary care providers. Support referral tracking and escalation where delays or issues are identified. Maintain accurate records of referrals and outcomes. Clinical Correspondence
Process clinical correspondence and hospital communications in a timely manner. Draft, format and proofread referral letters and other clinical documentation as requested. Ensure correspondence is accurately coded and filed within the clinical system where appropriate. Support clinicians with administrative actions arising from correspondence. Patient Communication
Act as a point of contact for patients regarding referral queries, hospital appointments and correspondence. Communicate professionally and sensitively with patients, relatives and carers. Manage incoming telephone calls, emails and electronic enquiries relating to secretarial functions. Assist patients with navigating healthcare services where appropriate. Administrative Support
Provide administrative support to GPs, ACPs, Nurses and the wider multidisciplinary team. Undertake clinical system searches and audits as requested. Support practice projects and service improvement initiatives. Maintain accurate records and databases relating to referrals and clinical administration. Assist with meeting preparation, minute-taking and action tracking where required. Information Governance
Ensure compliance with GDPR, Data Protection legislation, NHS Confidentiality requirements and practice policies. Process Subject Access Requests (SARs), insurance reports, solicitor requests and other third-party information requests in accordance with practice procedures. Maintain strict confidentiality at all times. Digital Systems
Use EMIS Web, Docman, e-RS, NHS Mail and other practice systems effectively. Identify and report system issues or workflow concerns. Support efficient use of digital processes and reduction of administrative burden. Team Working
Work collaboratively with all practice staff and external healthcare organisations. Provide cover and support for colleagues during periods of absence. Participate in team meetings, training and appraisal processes. Contribute to a culture of continuous improvement and excellent patient service.
Additional Responsibilities
The post holder may be required to undertake additional duties appropriate to the grade and nature of the role to support the effective running of the practice.
About us
We are a growing practice with a population of over 30,000 patients working within a purpose built practice in Crewe, Cheshire.
We are an Emis-Web, Docman , Accurx, paper light practice. We are a friendly, open and transparent practice whose goal is to provide the highest standards of health care to our patients through a team approach. We are an innovative, forward thinking practice with high achievements in local and national targets.
Our current team has a full complement of allied health professionals including, 7 GP Partners, Salaried GPs, Nurse Practitioners, Paramedic, Mental Health Workers, Practice Nurses, Physiotherapist, SPLW, Pharmacists, Business Manager, Practice Manager and a complement of highly skilled support staff.
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, including the use of the electronic referral service (ERS).
Person Specification
Skills Essential
Excellent communication skills (written and oral) Strong IT skills, including audio typing Clear, polite telephone manner Competent in the use of Office and Outlook Effective time management (planning and organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving and analytical skills Ability to follow policy and procedure
Desirable
EMIS Web and Docman
Qualifications Essential
Educated to GCSE level or equivalent
Desirable
GCSE Mathematics and English (C or above) NVQ Level 2 in Health and Social Care
Experience Essential
Experience of working with the general public Experience of working in a healthcare setting as a medical secretary
Desirable
Experience of working in primary care Experience of working in a GP practice Experience of administrative duties
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 Millcroft Medical Centre
Address Eagle Bridge Health&Wellbeing Centre
Dunwoody Way
Crewe
Cheshire
CW1 3AW
United Kingdom
Employer's website http://www.millcroftmedicalcentre.nhs.uk/ (Opens in a new tab)