Medical Secretary

  • Job Reference: IMG00169298
  • Date Posted: 13 June 2022
  • Recruiter: Collingham Medical Centre
  • Location: Newark on Trent, Nottinghamshire
  • Salary: On Application
  • Sector: Administration, Healthcare & Medical
  • Job Type: Permanent

Job Description

Collingham Medical Centre
Medical Secretary

Full-time is 37.5 hours per week
Reports to Practice Manager
Collingham Medical Centre, High Street, Collingham,
Newark, Notts, NG23 7LB

Permanent subject to satisfactory completion of training and probationary period.

Summary of the role
The main purpose of the post is to deliver a full secretarial service to the clinical staff,
support ‘front of house’ and aid the Practice Manager.
All employees are expected to display a high standard of teamwork. This includes
cooperating in undertaking the work of absent colleagues or assisting others where the
workload is particularly high. Accordingly, there may be a requirement, from time to time,
to undertake other duties.
Principal Responsibilities
  • To provide health care secretarial services to practice and patients, working in accordance with practice protocols and guidelines and secretarial team Key
  • Performance Indicators (KPI’s)
  • Ensure efficient patient service by prompt production of referral letters (as per KPI - 48 hrs from dictation). Following up patients’ hospital appointments when necessary.
  • Guarantee smooth operation of all practice meetings by ascertaining attendees, providing paperwork, refreshments and minute taking.
  • Maximise practice efficiency by daily checking of correspondence, taking appropriate action and supervising filing of patient correspondence.
  • Maximise practice income & comply with General Data Protection Regulations (GDPR) by dealing promptly with requests for insurance reports and copies of medical records for patients or solicitors.
  • Ensure efficient running of practice by accurate stock control of stationery, re-ordering when necessary.

Professional Responsibilities
  • Maintain continued education by attendance at courses and study days relevant/useful or necessary for personal/professional development including attendance at the locality protected learning time (PLT) events.
  • To have the ability to work on your own initiative, acknowledging limitations of oneself.
  • To take personal responsibility for own personal/professional development, providing sufficient evidence of the achievement of set objectives through individual performance and the review process.

Secretarial Responsibilities
  • Transcribe audio digital dictation for clinicians and Practice Manager, ensuring that signatures are obtained on correspondence when necessary and all e-referrals, advice and guidance requests are actioned daily.
  • Liaise with hospitals and patients regarding appointments.
  • Liaise with clinicians and Practice Manager in preparation of meeting agendas and ensure all practice meetings are well prepared, including the room.
  • Minute taking, alternating within the secretariat, to cover practice-based meetings, as required.
  • Deal with clinical correspondence workflow on a daily basis, ensuring actions are taken or highlighted and forwarded to the appropriate clinician, in line with the Scanning and Workflow protocols.
  • Daily importing and filing, into patient records, of the
    • Out of Hours information sheets
    • Electronic Clinic Letters
    • E-Referral Action Lists
    • Checking of the generic email account
    • Electronic Referral System (eRS)
  • Supervise and carry out filing of medical and miscellaneous correspondence.
  • Supervise Insurance Report and Medicals and the production of the appropriate invoice, patient consent, liaising with the clinicians and insurance companies.
  • Update patient registration following death, following bereavement protocol, to deduct patient and send bereavement card and information to next-of-kin.
  • Organise practice social events and staff functions.
  • Support the clinicians in admitting patients to the hospitals.
  • Process and support the electronic 2-week wait cancer referrals daily.
  • Liaise with the Practice Manager regarding the Patient Participation Group correspondence, contributions and wish list.
Administrative responsibilities
  • To maintain accurate, comprehensive records of all correspondence and referrals in the patient’s notes, both written and computerised, awareness of QOF, read codes and alerts needed for standardised care.
  • Ensure accurate completion of all necessary documentation associated with patient healthcare and registration with the practice.
  • Help with collection of statistical information required for Directed Enhanced Services (DES), Local Enhanced Services (LES) and Quality & Outcomes Framework (QOF).
  • Attend and participate in practice and staff meetings as appropriate.
  • Maintain appearance and behaviour in keeping with a member of the secretarial and administration profession and in accordance with codes of conduct.
  • Maintain effective liaison with other agencies and staff concerned with patient care and with other disciplines within the practice, with appropriate regard to confidentiality.
  • Any other duties as reasonably requested by the clinicians, or Practice Manager, providing these duties are within the scope of the role and that the individual is trained and capable of such duty.
The role of the Medical Secretary is an evolving one and it is anticipated that the post holder will be responsible and reasonably flexible in the interpretation of the above job description.
Health and Safety Requirements
All employees have a statutory duty of care for their own personal safety and that of others
who may be affected by their acts or omissions. Employees are required to cooperate with
the management to enable the employer to meet its own legal duties and to report any
hazardous situations or defective equipment. 
All employees are required to preserve the confidentiality of the affairs of the Partners, staff, patients and of all matters connected with the Practice. Any breach of such confidence would be regarded as grounds for disciplinary action. This job description will be reviewed during annual appraisals and may be altered following consultation with the post holder.
Further practice information, job description and application pack available click the link and you will be directed to an external site