Medical Secretary

The following are the core responsibilities. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels: Provide a comprehensive secretarial, administrative and clerical support service to GPs, clinicians and the wider multidisciplinary team. Produce, type and process letters, reports, referral documentation and other clinical correspondence accurately and within agreed timescales, using relevant software. Process NHS and private referrals using electronic referral systems including ERS, RSS, Gateway and SystmOne, monitoring worklists and actioning responses or rejections as required. Submit Advice and Guidance requests to consultants and liaise with hospitals, community services and other external agencies to ensure referrals and requests are progressed efficiently. Manage all incoming and outgoing telephone calls, taking accurate messages, responding to enquiries and facilitating effective communication with patients, clinicians and external organisations. Process, distribute and action incoming emails, electronic documents, scanned correspondence, tasks, faxes and post in a timely manner, using relevant software. Scan, upload and accurately attach documentation to patients electronic healthcare records. Maintain accurate, secure and accessible electronic and paper filing systems, patient records and administrative databases. Undertake clinical coding and summarising of patient correspondence and records, ensuring information is accurately entered onto the clinical system. Process requests for information including subject access requests, insurance reports, solicitor requests, DVLA documentation and medical records requests. Manage private fees administration, including invoicing patients and third parties and maintaining associated records within xero. Process requests relating to the Medical Examiner Service. Monitor and maintain referral tracking systems and undertake follow-up actions with secondary care providers where necessary. Chase outstanding hospital results, clinic letters and other correspondence on behalf of clinicians. Support patient registration processes, GP2GP transfers, deductions procedures and records movement activities. Undertake birth and death administration and associated record updates. Update patient records following clinical meetings, safeguarding discussions and other multidisciplinary reviews as required. Manage incoming and outgoing mail, including despatch, franking and special delivery arrangements. Maintain adequate stocks of stationery and office supplies and liaise with IT support providers regarding equipment faults and repairs. Assist with audit, quality improvement and clinical governance activities. Support reception and administration teams and provide cover during periods of staff absence. Assist with induction and training of new staff where required. Undertake mandatory training and participate in appraisal, personal development and continuous improvement activities. Maintain accurate, confidential and secure handling of patient and practice information at all times. Maintain a clean, organised and effective working environment. Comply with all practice policies, procedures, safeguarding requirements, information governance standards, health and safety regulations and relevant legislation. Undertake any other duties appropriate to the role as requested by management to support the effective delivery of patient care and practice operations.