Medical Secretary / Patient Services AdministratorNHS

Job summary

Burnham Health Centre is looking to recruit an organised, enthusiastic and motivated Medical Secretary to join our busy Patient Services Department.

This is an important role within the practice, providing administrative and secretarial support to our GPs and wider clinical team. The successful candidate will help ensure that referrals, clinical correspondence and administrative tasks are processed accurately and efficiently, supporting the delivery of a high-quality service to our patients.

We are looking for someone with excellent organisational skills, strong written communication and attention to detail, who can manage a varied workload, work well under pressure and use their own initiative.

You will need to be approachable, flexible and able to work both independently and as part of a supportive team.

Main duties of the job

The main responsibilities of the role will include:

• Providing an efficient and accurate secretarial and word-processing service to GPs and other healthcare professionals.
• Preparing and processing letters, reports, patient referrals, minutes and other clinical correspondence.
• Checking referral documentation to ensure the correct referral route is followed and all relevant investigations and information are included.
• Monitoring NHS e-Referral Service (eRS) worklists and ensuring actions, advice and guidance requests and referral updates are dealt with appropriately.
• Processing EMIS tasks, emails, workflow, Dictate.IT and electronic referrals within agreed timescales.
• Checking and actioning Docman tasks.
• Following up consultant correspondence and appointment requests on behalf of clinicians.
• Managing telephone calls, taking messages and responding to appropriate queries.
• Monitoring allocated doctors' telephone lists and ensuring patient callbacks are completed promptly.
• Monitoring the shared administrative inbox and actioning correspondence and referrals for allocated GPs.
• Attending meetings and taking minutes on a rotational basis, including PLT meetings.
• Providing administrative support to clinicians and assisting with ad hoc duties as required.
• Providing cover for other members of the secretarial team during periods of annual leave and sickness.

Job description

• To provide an efficient word processing service for GPs and health professionals as required. This includes the processing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.
• Sourcing /confirming referral routes where necessary. To read through referral forms to check reason for referral and ensure all necessary tests are completed and attached to the referral.
• Checking worklists on eRS to ensure advice and guidance, referrer action required and referral status are actioned.
• To process EMIS tasks, emails, workflow, Dictate.IT, eReferrals, within timescales.
• To attend meetings and take minutes on a rotational basis within the team.
• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. Building good working relationships with secretaries in all specialities at local hospitals.
• To provide cover for members of the secretarial team during periods of sickness and annual leave.
• Checking Docman for tasks and action and complete.
• Follow up on letters sent to consultants by clinicians advice and guidance, request for appointments etc
• Check the telephone list on EMIS and ensure patients are called back within a timely manner on the same day.
• Check shared email [email protected] for emails/ referrals relating to allocated doctors and action.
• This job description is not intended to be exhaustive and may be reviewed and updated periodically in consultation with you. In addition to the responsibilities outlined above, you may be required to undertake any other reasonable duties, in other departments, as requested from time to time to meet the operational needs of the organisation.

About us

Burnham Health Centre is a busy GP practice providing primary care services to a large patient population. Our administrative and clinical teams work closely together to provide an efficient, responsive and high-quality service to our patients.

The Patient Services Department plays an important part in supporting our clinicians and ensuring that patient correspondence, referrals and administrative processes are managed effectively.