Medical Secretary inCallington inCallington PUBLISHED 19 NOV 2024

Job summary:

To provide an efficient copy typing, word processing service and processing incoming documents for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, clinical coding, secondary care requests and notifications in an accurate and timely manner.

Because of the nature of the role applicants must be able to demonstrate excellent computer skills and have the ability to touch type. Previous experience of a similar role within healthcare is essential.

• To provide a complete medical secretary service including word processing, filing, audio typing, photocopying and the composition of letters
• A fast and accurate copy and audio typing service producing clinical letters and other documents
• Processing referrals & referrals
• Taking queries from patients
• Ensuring that all correspondence is posted without delay and that appropriate records are kept
• Keep electronic records of all correspondence and, where appropriate, produce paper copies
• Make phone calls as requested and record significant information from such encounters
• Liaise with DRSS (Devon Referral Support Services) in Plymouth in relation to online referrals
• Monitor the online e-referral website, daily checking the activity lists and dealing with rejections and queries accordingly, bring them to the attention of the referring GP
• Inform GPs of any updates and amendments to the referral processes and issues raised by DRSS
• Phone or write to patients with regard to their referral and up to date biometrics and contact details
• Record and deal with solicitors requests for copy notes and reports. Photocopy or scan, via iGPR, all within a 30 day time limit, ensuring that invoices are prepared for all request and accordingly recorded and despatched as necessary
• Secondary care documentation and communications; follow-up requests; primary care appointments; coding, summarising, reconciliations, monitoring, onward referrals, further test requests and updating patient records.

About us

Job summary:

To provide a range of secretarial and clerical duties to the partners and staff of the Practice. To summarise all paper medical records, to include logging health promotion data such as immunisations, and enter details of significant illnesses and treatments. Because of the nature of the role and the concentration required, post holders will be expected to undertake other administrative duties to provide periodic relief.

Primary Duties and Areas of Responsibility:

Medical Secretary

• To provide a complete medical secretary service including word processing, filing, audio typing, photocopying and the composition of letters
• To provide a fast and accurate copy and audio typing service producing clinical letters and other documents for the Practice Complaints Officer and Pharmacists
• Dealing with enquiriesand processing referrals through the NHS.net email
• Taking calls from patients and dealing with their queries
• Ensuring that all correspondence is posted without delay and that appropriate records are kept
• Keep electronic records of all correspondence and, where appropriate, produce paper copies
• Make phone calls as requested and record significant information from such encounters
• Liaise with DRSS (Devon Referral Support Services) in Plymouth in relation to online referrals
• Monitor the online e-referral website, daily checking the activity lists and dealing with rejections and queries accordingly, bring them to the attention of the referring GP
• Inform GPs of any updates and amendments to the referral processes and issues raised by DRSS
• Phone or write to patients with regard to their referral and up to date biometrics and contact details
• Record and deal with solicitors requests for copy notes and reports. Photocopy or scan, via iGPR, all within a 30 day time limit, ensuring that invoices are prepared for all request and accordingly recorded and despatched as necessary
• Summarising
• Coding
• Enhanced services Cornwall County Council
• Scanning
• Deductions
• Checking in new notes
• Checking emergency hospital admissions on a daily basis and forwarding to GPs
• Support the practice IT systems

The duties of this post are wide ranging and will require the post holder to be flexible in adapting to changing circumstances and full training will be provided to the successful candidate with potential to develop skills.

Communications and Working Relationships

Key links will include GP Partners, Practice staff, Community Trust staff, KCCG staff and members of the public visiting the office or making enquiries by telephone.

Confidentiality:

• In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:

• Using personal security systems within the workplace according to Practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Reporting potential risks identified