Job summary
The successful candidate would be required 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).
Main duties of the job
The following are thecore responsibilities of the medical secretary:
1. Processingreferrals using the electronic referral system (ERS)
2. Typingletters and reports as required
4. Liaisingwith external agencies such as hospitals and community services, to ensurereferrals are processed in a timely manner
5. Answeringand dealing with phone calls to the Medical Secretaries extension
6. Monitoringand actioning incoming emails to the Medical Secretaries mailbox
7. Maintainingan accurate referrals database
8. Inputtinginformation into patients healthcare records
9. Supportingclinical staff with general administrative tasks as requested
10. Managing alladministrative queries and patient enquiries effectively and efficiently
11. Maintaining a clean andtidy working area at all times
About us
We are 40 minutes from the coast and a short drive from the South Downs and Ashdown Forest. Former Practice Manager of the Year Charlotte Luck joined our team as Practice Director in January 2022. She is committed to developing the surgery and it's team.
We look after approximately 16,000 patients. We have three partners, 6 salaried doctors, 6 nurses, 4 HCAs and a phlebotomist. Our main site is situated at Buxted and we have two branch surgeries based in Horam and East Hoathly.
We have an in-house First Contact Physio, Mental Health Coordinator and Social Care Navigator We also have the assistance of a pharmacist and pharmacy technicians who support us with things such as drug monitoring and medication reviews.
We are a training and dispensing practice and a member of the Greater Wealden PCN (Primary Care Network), which is a part of East Sussex CCG (Clinical Commissioning Group).
We are a team of 90 individuals.
Job description
Job responsibilities
The following are the core responsibilities of the medical secretary:
1. Processing referrals using the electronic referral system (ERS)
2. Typing letters and reports as required
3. Processing requests for information SAR, insurance / solicitors letters and DVLA forms
4. Liaising with external agencies such as hospitals and community services, to ensure referrals are processed in a timely manner
5. Answering and dealing with phone calls to the Medical Secretaries extension
6. Monitoring and actioning incoming emails to the Medical Secretaries mailbox
7. Maintaining an accurate referrals database
8. Inputting information into patients healthcare records
9. Supporting clinical staff with general administrative tasks as requested
10. Managing all administrative queries and patient enquiries effectively and efficiently
11. Maintaining a clean and tidy working area at all times
On occasions there may be a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels.
Secondary Responsibilities
In addition to the primary responsibilities, the medical secretary may be requested to:
1. Produce meeting agendas and record the minutes of meetings
2. Summarise incoming patients records
Person Specification
Knowledge and skills
Essential
1. Excellent communication skills (written and oral)
2. Strong IT skills, including audio typing
3. Clear, polite telephone manner
4. Competent in the use of Office and Outlook
Desirable
5. EMIS user skills
Experience
Essential
6. Experience of working with the general public
7. Experience of working in a health care setting as a medical secretary
Desirable
8. Experience of administrative duties
Qualifications
Essential
9. Educated to GCSE level or equivalent
Desirable
10. GCSE Mathematics & English (C or above)
11. NVQ Level 2 in Health and Social Care