Medical SecretaryNHS

Job summary

An exciting opportunity has arisen for an additional Medical Secretary to join us for 3 days per week at Howden Medical Centre, expanding our current well-established team.

Main duties of the job

To provide a comprehensive, efficient, and accurate medical secretarial and referral service to the practice, supporting GPs and other clinicians and ensuring that patient referrals and clinical correspondence are processed safely, accurately, and within appropriate timescales. The postholder will be able to manage their workload with minimal supervision, and ideally have a good working knowledge of General Practice, NHS referral pathways, and referral processes, however full training will be given for the right candidate.

Job description

Please see Job Description document for full information

Key Job Responsibilities & Duties

1. Referrals Management

• Process referrals generated by GPs and other clinicians accurately, consistently, and promptly.
• Oversee the daily processing of referrals, including creation, submission, tracking, and communication to patients using the NHS e-Referral Service (e-RS) and other appropriate systems.
• Process and manage Advice & Guidance requests.
• Ensure referrals are directed to the appropriate service and pathway, supporting consistent use of referral pathways to reduce errors, maintain quality, and meet contractual requirements.
• Check referral documentation for completeness, identify missing information, and monitor/action rejected, returned, or incomplete referrals.
• Liaise with clinicians where clarification or additional clinical information is required; follow up referrals to support continuity of patient care.
• Maintain accurate records of referrals and actions taken within the patient's clinical record.
• Liaise with hospitals, community services, and other healthcare providers regarding referrals and respond appropriately to patient enquiries.
• Recognise urgent referrals and ensure these are processed in accordance with practice procedures and appropriate timescales.

2. Medical Secretarial & Administrative Duties

• Provide an efficient audio, copy-typing, and word-processing service for GPs and health professionals (typing letters, reports, patient referrals, minutes, and memos) with exceptional attention to detail.
• Monitor workflow queues and ensure tasks are processed accurately, consistently, and within expected turnaround times.
• Coordinate the administrative aspects of medical reports, insurance reports, and Subject Access Requests (SARs).
• Retrieve medical records and assist with the completion of medical/insurance records and statutory documentation.
• Ensure accurate data entry and timely completion of assigned tasks to support contractual requirements.
• Maintain the computer clinic system and electronic filing/administrative systems in an accurate and secure manner.
• Deal with telephone calls, dictation software issues, and correspondence from hospitals, secondary care, and community services swiftly.
• Coordinate meetings (booking rooms, attending, and taking minutes), support locum staff orientation, and maintain adequate supplies of office stationery.
• Assist in the induction of new staff members to the practice.

3. Patient Communication & Safety

• Communicate with patients professionally, sensitively, and courteously regarding their administration and referral progress.
• Escalate clinical concerns, complex queries, legal, or clinically sensitive requests to an appropriate clinician rather than providing clinical advice.
• Ensure all patient information is handled securely and in line with Information Governance requirements.
• Identify referral or administrative issues that may present a risk to patient safety and escalate them appropriately.

About us

Howden Medical Centre is a Semi-Rural Practice with a steadily increasing patient population which currently stands at 8300 patients.

We have a strong friendly and supportive team of GPs, Nurses, Admin staff and Receptionists and a very open, inclusive and team culture. Our staff are dedicated, have great attention to detail, are flexible and adaptable, and work very much as a whole team.

We are a member practice of CYGNET PCN with PCN staff working with us, as members of the team, on site at the practice including Paramedics, ANPs, Pharmacists, Pharmacy Technicians, Social Prescribers and MSK Practitioners.

Howden Medical Centre is a Teaching Practice with Registrars and HYMS Students on site.