Medical Secretary

JOB DESCRIPTION Job Title Medical Secretary Reports

To Operations Manager Day-to-day supervision

Medical Secretary Supervisor Job Summary To provide a high-quality, efficient and confidential medical secretarial service to GPs, clinicians, and the management team across the Practice's three sites. The post holder will support the timely processing of referrals, correspondence, and administrative tasks, ensuring patients receive a professional and responsive service. Key Responsibilities Secretarial and Administrative Support Provide an accurate and efficient audio/copy typing and word processing service for GPs, healthcare professionals and the management team. Prepare and process clinical correspondence, including referral letters, reports, medical documentation and other communications. Maintain accurate electronic patient records and ensure correspondence is filed appropriately within the clinical system. Establish and maintain effective filing and administrative systems to ensure information is secure, accessible and managed in accordance with practice procedures. Assist with updating SystmOne templates, referral proformas, practice documents and reports as required. Referral Management Manage the NHS e-Referral Service (e-RS) process effectively, ensuring referrals are submitted, tracked and monitored promptly. Monitor incoming and outgoing referral communications and take appropriate action where required. Manage Advice and Guidance requests, ensuring timely responses and follow-up actions on both e-RS and non-e-RS pathways. Escalate any referral delays, concerns or system issues to the appropriate clinician or manager. Communication Act as a point of contact for patients, hospitals, community providers and external healthcare organisations. Manage incoming and outgoing telephone calls professionally, taking accurate messages and responding to enquiries where appropriate. Communicate effectively with colleagues, patients and external agencies to support seamless patient care. Adapt communication methods to meet the needs of patients and carers. Information Governance and Confidentiality Always maintain strict confidentiality and adhere to GDPR, Data Protection legislation and Practice Information Governance policies. Ensure all patient information is handled securely and only shared with authorised individuals. Maintain accurate records in accordance with practice policies and legal requirements. Financial Administration Raise patient invoices accurately using the Practice's Xero accounting system. Process associated administrative tasks relating to private fees and services where required. Team Working Work collaboratively with colleagues across all Practice sites to support effective service delivery. Provide cover for other members of the secretarial team during periods of annual leave or sickness. Support colleagues in adopting new systems, procedures and ways of working. Attend team meetings, mandatory training sessions and undertake required e-learning. General Duties Assist with the collection and reporting of practice data and statistics as requested. Work in accordance with Practice complaints procedures and contribute to the resolution of patient concerns where appropriate. Undertake any other duties appropriate to the role as requested by the Partners, Operations Manager or Management Team. Demonstrate flexibility to meet the changing needs of the Practice and wider NHS service requirements.