Medical Secretary

Key Responsibilities

• Ensure that DoctorNow & The Beaconsfield Clinic’s Vision, Mission and Values are always at the heart of everything you do.
• Communicate clearly and effectively with colleagues and the leadership team.
• Contribute to developing a compliance (e.g. CQC/GDPR/ICO) and quality culture.
• Responsibility and ownership of your function and always seek to maximise the customer experience and help influence overall customer service.

Job Purpose

Provide administrative support to the GPs to ensure the smooth functioning of the practice on a day-to-day basis.

Duties & Responsibilities

• Provide a complete patient support and admin service to the GPs.
• Assist the rest of the team as allocated by Med PA Manager to ensure workflow is on time and cover Med PA colleagues during periods of sickness or Annual Leave.
• Liaising with private consultant personal assistants, hospitals, and clinics to manage timely referrals.
• Ensuring a prompt and accurate digital audio transcription of all Medicals/Occupational Health Reports/Referrals/NHS GP letters and some general correspondence.
• Receive and manage incoming Med PA telephone messages, queries and emails; deal with them efficiently and appropriately.
• Keep the consultant database up to date and update the practice log to manage the flow of referrals.
• Documenting in the patient’s records and ensuring an accurate record of actions and follow up.
• Managing follow-up appointments, as requested by GP.
• Support the Clinicians with admin requirements for Occupational Health and Medical Reporting.
• Organising imaging such as ultrasound scans and X-rays as required, and ensure reports are received and actioned by the referring Clinician.
• Document management – Medical typing, scanning, emailing, filing & clinician’s post.
• Downloading of ECGs - scanning and tasking to Clinicians.
• Accurately interpret Home Blood Pressure Readings with 6-day average and scan/task to Clinicians.
• Follow up with assigned GPs on Death Reporting ensuring the spreadsheet is completed in a timely manner before the clinical meetings each week.
• Ensure all compliance requirements are up to date including policies and training requirements, and the completion of minor incident spreadsheets as required.
• Ensure complaint forms and allocated paperwork is completed by allocated GP in the event of complaints or events.

Compliance

• Maintain a compliance level of at least 75% across all learning and policy platforms.
• Have a proactive approach to maintaining and improving the quality of service.
• Ensure compliance with practice policies and procedures.

Other

Perform other duties as assigned by the Leadership and Management team.

Qualifications; skills and experience

• Previous Medical Secretary experience is preferred.
• Educational achievement to at least GCSE (or equivalent) including English Language and Maths.
• Customer service and administration experience.
• Computer literate, able to use a range of software programmes including Microsoft Word, Excel and Outlook.
• The ability to learn new IT software quickly (with training).
• Ability to prioritise workload and manage time.
• Excellent organisation, planning and multitasking abilities.
• Ability to use initiative, think laterally and find solutions to problems.
• Exceptional attention to detail, flexible and reliable.