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Diverse Work Environment, The role offers the opportunity to work at various sites within the Affinity Care group, providing a dynamic and engaging work setting.
Contribution to Patient Care, As a key member of the healthcare team, you play a critical role in ensuring efficient patient referrals and administrative processes, directly impacting patient outcomes.
Team Collaboration, The position requires teamwork, allowing you to build strong relationships with clinical and non-clinical staff while supporting high performance in administration.
Professional Development, The job allows you to stay updated with the latest changes in referral systems, enhancing your skills and understanding of healthcare administration.
Flexibility, You may have a chance to provide cover during staff absences, promoting a flexible work environment and teamwork.
Patient Interaction, The role involves direct communication with patients, allowing you to address their concerns and queries, enhancing the patient experience.
Administrative Skills Enhancement, You will gain hands-on experience in various administrative tasks, including typing medical reports and managing patient referrals, improving your organizational and technical skills.
Join Affinity Care in Shipley as a Medical Secretary and become an integral part of a compassionate team dedicated to delivering exceptional care. This role offers you the chance to shine in a supportive environment, where your organisational skills and attention to detail will make a real difference in the efficiency of patient services. You’ll work closely with our Patient Services Manager and colleagues, ensuring the smooth handling of medical referrals and inquiries, while keeping our patients informed and comfortable every step of the way.
In this fulfilling position, you’ll manage patient referrals, liaise with clinical staff, and respond to both patient needs and administrative tasks, all while fostering a friendly atmosphere. This role is perfect for someone who thrives in a collaborative environment, appreciates the significance of clear communication, and is eager to contribute to high standards of care. If you're a dedicated individual with a passion for helping others, we’d love to hear from you!
In this fulfilling position, you’ll manage patient referrals, liaise with clinical staff, and respond to both patient needs and administrative tasks, all while fostering a friendly atmosphere. This role is perfect for someone who thrives in a collaborative environment, appreciates the significance of clear communication, and is eager to contribute to high standards of care. If you're a dedicated individual with a passion for helping others, we’d love to hear from you!
Diverse Work Environment, The role offers the opportunity to work at various sites within the Affinity Care group, providing a dynamic and engaging work setting.
Contribution to Patient Care, As a key member of the healthcare team, you play a critical role in ensuring efficient patient referrals and administrative processes, directly impacting patient outcomes.
Team Collaboration, The position requires teamwork, allowing you to build strong relationships with clinical and non-clinical staff while supporting high performance in administration.
Professional Development, The job allows you to stay updated with the latest changes in referral systems, enhancing your skills and understanding of healthcare administration.
Flexibility, You may have a chance to provide cover during staff absences, promoting a flexible work environment and teamwork.
Patient Interaction, The role involves direct communication with patients, allowing you to address their concerns and queries, enhancing the patient experience.
Administrative Skills Enhancement, You will gain hands-on experience in various administrative tasks, including typing medical reports and managing patient referrals, improving your organizational and technical skills.
This job can be based at a number of different sites across the Affinity Care group.
The post holder will work under the direction of the Patient Services Manager and as a key member of the healthcare team you will be responsible for ensuring the effective throughput of medical secretarial work. You will be a team player contributing to the overall high performance of the administration team within the Locality and also by providing support to the wider medical secretarial function of Affinity Care.
- Process patient referrals via ERS (electronic referral service), e-consult and the electronic method to ensure that routine referral letters are distributed efficiently within a 5 day period, using the ERS programme as appropriate and attaching enclosures as necessary.
- Advise doctors of rejected referrals and ensure these are dealt with in a timely manner
- Ensure 2 week wait proforma referrals are dealt with efficiently and promptly by the appropriate system and contain all relevant information, ensure the referral is recorded appropriately. Follow up all proformas ensuring appointments are made within a 2 week period. Check the fast track referrals have been attended and report any DNAs to the referring GP
- Keep up to date with changes in referral systems and new proformas by reading e-mails sent to the practice
- Answer the telephone as part of a team of staff, picking up general enquiries in relation to various services, take messages for clinical and management staff ensuring forwarding in a timely manner. Undertake queries on behalf of patients, trying to establish their concerns and trying to resolve, keeping the patient informed at all times
- Complete tasks for patients from clinicians along with those from external sources ie: NHS Website, Accurix
- Assist the clinical team with all secretarial needs, typing letters for patients, typing and emailing hospital letters and administrative duties if required
About us
- Process patient referrals via ERS (electronic referral service), e-consult and the electronic method to ensure that routine referral letters are distributed efficiently within a 5 day period, using the ERS programme as appropriate and attaching enclosures as necessary.
- Advise doctors of rejected referrals and ensure these are dealt with in a timely manner
- Ensure 2 week wait proforma referrals are dealt with efficiently and promptly by the appropriate system and contain all relevant information, ensure the referral is recorded appropriately. Follow up all proformas ensuring appointments are made within a 2 week period. Check the fast track referrals have been attended and report any DNAs to the referring GP
- Keep up to date with changes in referral systems and new proformas by reading e-mails sent to the practice.
- Answer the telephone as part of a team of staff, picking up general enquiries in relation to various services, take messages for clinical and management staff ensuring forwarding in a timely manner. Undertake queries on behalf of patients, trying to establish their concerns and trying to resolve, keeping the patient informed at all times
- Complete tasks for patients from clinicians along with those from external sources ie: NHS Website, Accurix
- Assist the clinical team with all secretarial needs, typing letters for patients, typing and emailing hospital letters and administrative duties if required
- Make best use of the Practice computer system to ensure good communication and audit standards in an accurate and secure manner.
- Maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- Process medical reports as Affinity Care protocol which include accurate typing of medical reports, liaising with patients where they wish to read reports prior to dispatch and generating invoices.
- To work as part of a team of staff who respond in a timely and accurate manner to patient notes and queries on the clinical system. You are jointly responsible for the ongoing development and maintenance of safe patient administration management systems by ensuring timely and accurate input of information on the clinical system, following templates and protocols where required
- To provide cover during staff absences and other times of pressure on colleagues workload and handover effectively to colleagues before your planned absences ie annual leave
Undertake any other additional duties appropriate to the post as requested by the Patient Services Manager
Teamwork
- Work as an effective and responsible team member, supporting other members of clinical and non-clinical staff in a flexible and approachable manner
- To work as part of a team of staff who respond in a timely and accurate manner to patient notes and queries on the clinical system
- As part of a team you are jointly responsible for the ongoing development and maintenance of safe patient administration management systems by ensuring timely and accurate input of information on the clinical system, following templates and protocols where required
- To answer the telephone as part of a team of staff, picking up general enquiries in relation to various service areas
- To provide general office duties such as filing, post distribution and photocopying as relevant to your clinic areas and as part of a team of staff providing a general admin function
- Participate in team activities that create opportunities to improve patient care
- Ensure clear understanding and utilisation of services and referral mechanisms and policies to meet patient need
- To work within the Affinity Care medical secretarial team providing support and assistance when needed
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More about the NHS
The National Health Service (NHS) is a cornerstone of healthcare in the United Kingdom, established in 1948 with the simple yet profound principle of providing healthcare to all citizens, free at the point of use. This revolutionary system aimed to ensure that access to medical services would not depend on an individual’s financial situation, a concept that has since become fundamental to British societal values.Learn more...
Useful skills for a Medical Secretary:
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To work as a Medical Secretary in the UK, you should possess a combination of technical, administrative, and interpersonal skills. Here are the key skills and qualifications that are often required:
Essential Skills:
1. Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and keep track of appointments, medical records, and correspondence.
2. Communication Skills: Strong written and verbal communication skills to interact with healthcare professionals, patients, and other stakeholders.
3. Computer Literacy: Proficiency in using Microsoft Office (Word, Excel, Outlook) and medical software (like NHS systems, EMIS, or SystmOne).
4. Typing Skills: Fast and accurate typing skills are essential for transcription and data entry.
5. Attention to Detail: Accuracy is critical when handling patient records, medical documents, and databases.
6. Confidentiality Awareness: Understanding of patient confidentiality and data protection laws (e.g., GDPR) to ensure sensitive information is handled appropriately.
7. Knowledge of Medical Terminology: Familiarity with medical terminology, procedures, and anatomy to understand documents and communicate effectively in a healthcare environment.
8. Customer Service Skills: Ability to assist patients and address their inquiries empathetically and professionally.
9. Teamwork: Ability to work within a multidisciplinary team and collaborate with healthcare professionals.
10. Problem-Solving Skills: Capacity to handle issues that may arise and find solutions quickly.
Qualifications:
- Education: A minimum of GCSEs in English and Maths is usually required. A qualification in business administration or medical administration can be advantageous.
- Experience: Previous experience in an administrative role, especially in a healthcare setting, is beneficial but not always essential.
- Professional Development: Consider obtaining certifications related to medical administration or secretarial work to enhance your qualifications.
Additional Skills:
- Time Management: Ability to manage time effectively and meet deadlines.
- Adaptability: Flexibility to handle changing workloads and environments in a busy medical practice.
- Knowledge of NHS Protocols: Understanding of NHS procedures, policies, and regulations can be helpful.
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