Medical Secretary

Job summary

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, including the use of the electronic referral service (ERS).

Primary Key Responsibilities

The following are the core responsibilities of the Medical Secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels: a. Typing letters, reports and associated documentation as required b. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently c. Managing all enquiries in an effective manner d. Actioning all incoming email e. Inputting data into the patients healthcare records as necessary f. Processing referrals using the electronic referral system (ERS) g. Processing requests for information i.e., SAR, insurance/solicitors letters and DVLA forms h. Answering incoming phone calls, transferring calls or dealing with the callers request appropriately i. Managing all administrative queries as necessary j. Maintaining a clean, tidy, effective working area at all times k. Supporting all clinical staff with general administrative tasks as requested l. Record the minutes of meetings

Definitions of timely manner

a. 2WW referrals and urgent referrals within 24 hours b. Routine referrals within 5 working days c. Responding to patient phone calls/emails within 2 working days d. Chasing secondary care for letters/results within 2 working days unless required for an urgent referral.