Medical Secretary in Grimston

Grimston Surgery are looking to recruit a part-time medical secretary working 2 days (15 hours) per week. The Medical Secretary role is to assist referring clinicians with processing patient referrals, to obtain results/information as necessary, and carry out other administrative tasks for the surgery. Experience of working within the NHS is an advantage. Medical background is preferred. The ideal candidate would have excellent word processing/Microsoft Windows skills. Experience of Lexacom and SystmOne preferred, along with knowledge of medical terminology. Strong attention to detail and accuracy. Experience of digital/audio typing. Good communication skills, both written and verbal. Able to work under pressure/prioritising workload. Strong work ethic to commit to deadlines and completion. Able to work independently, and as part of a team. Excellent organisational and multitasking skills. Must have the ability to always maintain confidentiality of patient information.

Main duties of the job:

• Type letters, reports and associated documentation as required and within the specified timescales as appropriate.
• Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently.
• Manage all enquiries in an effective manner.
• Process incoming letters/emails/messages as requested within a timely manner.
• Scan documentation and attach scanned documents to patients' healthcare records.
• Process referrals using the electronic referral system (ERS).
• Answer incoming phone calls, transferring calls or dealing with the caller's request appropriately.
• Conduct clinical system searches as requested.
• Adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children.
• Participate in local initiatives to enhance service delivery and patient care.
• Produce meeting agendas and record the minutes of meetings.
• Support and participate in shared learning.
• Process requests for information i.e., SAR, insurance/solicitors letters and DVLA forms.
• Accurately input and code SNOMED CT data on the clinical IT system.

About us: Grimston Medical Centre is a rural dispensing practice in West Norfolk with a patient list of 3,500. We are a dedicated teaching surgery, hosting GP Registrars and students from the University of East Anglia (UEA), and are an active member of the Coastal PCN. Our multi-disciplinary team consists of 3 GP Partners, a salaried GP, an Advanced Nurse Practitioner, a Paramedic, Practice Nurses, and HCAs, all supported by a professional non-clinical administrative and dispensing team. We provide a full range of NHS services with a strong focus on long-term condition reviews, delivering high-quality care within a supportive, collaborative village environment.

Job responsibilities:

• To be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.
• Duties can include, but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies.
• Furthermore, duties can also include supporting the administration and receptionist teams as required.
• To assist with SNOMED CT coding of relevant information into patients' electronic healthcare records on the clinical system, adhering to the organisations coding policy.
• The post-holder will be an integral part of the general practice team.

The following are the core responsibilities of the Medical Secretary in delivering health services. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

• Type letters, reports and associated documentation as required and within the specified timescales as appropriate for the referral.
• Liaise with external agencies such as hospitals and community services, ensuring referrals are processed efficiently.
• Manage all enquiries in an effective manner.
• Maintain an accurate referrals database.
• Action all incoming email/accrux messages within a timely manner.
• Process incoming letters as requested.
• Scan documentation and attach scanned documents to patients' healthcare records.
• Process referrals using the electronic referral system (ERS).
• Answer incoming phone calls, transferring calls or dealing with the caller's request appropriately.
• Conduct clinical system searches as requested.
• Support all clinical staff with general administrative tasks as requested.
• Maintain a clean, tidy, effective working area at all times.
• Be an integral part of the general practice team.
• Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children.
• Undertake all mandatory training and induction programmes.
• Contribute to and embrace the spectrum of clinical governance.
• Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed.

In addition to the primary responsibilities, the Medical Secretary has the following wider responsibilities:

• Participate in local initiatives to enhance service delivery and patient care.
• Produce meeting agendas and record the minutes of meetings.
• Support and participate in shared learning.
• Process requests for information i.e., SAR, insurance/solicitors letters and DVLA forms.
• Accurately input and code SNOMED CT data on the clinical IT system.

Person Specification:

• Previous experience as a Medical Secretary or Senior Administrator (preferably within the NHS or a clinical setting).
• Proficient in medical audio-typing and terminology.
• Advanced skills in Microsoft Office (Word, Excel, Outlook) and general IT literacy.
• Experience using the Electronic Referral System (e-RS).
• Exceptional verbal and written communication skills with the ability to deal with sensitive information and diverse patient needs.
• Proven ability to manage a busy workload, meet tight deadlines, and work independently.
• A thorough understanding of GDPR and the importance of patient confidentiality.
• Good general education (GCSE Grade C/4 or above in English and Maths).
• Experience using SystmOne.
• Familiarity with SNOMED CT coding.
• Experience processing Subject Access Requests (SARs) and insurance/legal reports.
• Basic understanding of Safeguarding protocols and Clinical Governance frameworks.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.