Medical Secretary - Administrator

Job summary

Make a difference behind the scenes of patient care. Join our friendly and supportive GP practice as a Medical Secretary, where you'll play a key role in coordinating referrals, supporting clinicians and helping patients access the care they need. If you're organised, proactive and enjoy working in a fast-paced environment, we'd love to hear from you.

Main duties of the job

Main Duties and Responsibilities

Process GP referrals to hospitals, community services and specialist clinics.
Prepare, send and track referral letters using NHS referral systems.
Manage Docman workflow, including the processing and distribution of clinical correspondence.
Undertake clinical coding of patient records, ensuring accuracy and completeness.
Action and manage patient recall programmes, including invitations and follow-up communications.
Handle incoming correspondence, hospital letters, reports and test results.
Liaise with patients, clinicians, hospitals and external healthcare providers.
Maintain and update electronic patient records using EMIS Web.
Support GPs and the wider clinical team with administrative and secretarial tasks.
Take accurate minutes at meetings and distribute actions as required..
Respond to patient enquiries in a professional, courteous and confidential manner.
Allocation of incoming pathology reports
Ensure compliance with information governance, confidentiality and data protection requirements.
Contribute to the smooth and efficient running of the practice.

About us

The Westwood Surgery is a busy, friendly and forward-thinking GP practice in Welling, committed to delivering high-quality care to our local community. We pride ourselves on our supportive team culture, focus on staff wellbeing and commitment to providing excellent patient care. Join us and become part of a team where your contribution is valued and makes a real difference every day.

Job description

Job responsibilities

Job Summary

The purpose of the role is to:

Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way

Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of secretarial and clerical support to clinical staff and other members of the Practice team

Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies

Administration Duties and Responsibilities:

Document management

Scanning

Coding

All referral administration duties

All screening administration duties

Meeting minutes

Incoming and outgoing Medical records management

New patient registrations duties

All Emis workflow management & GP2GP

Pathology distribution

All Non NHS administration work & Medical reports

All duties and responsibilities in this job description are intended to be indicative but

not exhaustive of the responsibilities of the post holder.

As the organisation develops, the requirement of the Job will develop and change and

the post holder will be expected to adapt to these requirements

Person Specification

Experience

Essential

Experience working in Primary care.
Proficient Emis, ERS and Docman knowledge.
Experience clinical coding
knowledge, to respond to patients enquiries and requests.
Excellent communication skills in person and by telephone .
To be courteous and helpful to the patients at all times.
Excellent IT & keyboard Skills
Accurate spelling and grammar
Punctual

Desirable

An understanding, acceptance and adherence to the need for strict confidentiality.
An ability to use own judgment, resourcefulness, common sense, and local
Summarising medical records
Taking Meeting minute
Teams & Office 365 experience

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

The Westwood Surgery

Address

Doctors Surgery

24 Westwood Lane

Welling

Kent

DA16 2HE

United Kingdom

Employer's website

https://www.westwoodsurgery.nhs.uk

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