Medical Secretary

**Job Title: Medical Secretary**

**Location: Gladstone Surgery**

**Reports to: Practice Manager**

**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).

**Key Responsibilities**

The following are the core responsibilities of the receptionist/administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
▪ Typing letters, reports and associated documentation as required.

▪ Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently.

▪ Manage all enquires in an effective manner.

▪ Maintain an accurate referral database.

▪ Action all incoming e mails.

▪ Input data into the patient’s healthcare records as necessary.

▪ Process referrals using local referral pathways 1.e. electronic referral system

(ERS)

▪ Utilise the medical record system (EMIS) to process patient data.

▪ Deal with tasks allocated to the secretarial team.

▪ Answer enquiries from patients, clinical staff, hospitals and outside agencies.

▪ Manage all administrative queries as necessary.

▪ Carry out system searches as requested.

▪ Maintain a clean, tidy, effective working area at all times.

▪ Support all clinical staff with general administrative tasks as requested.

▪ Manage the alarm system and water testing on a weekly basis.

▪ Work to practice protocols.

Rev Nov 22

**S econdary Responsibilities**
In addition to the primary responsibilities, the medical administrator may be requested to:
In addition to the primary responsibilities, the medical secretary may be requested to:
▪ Partake in audit as directed by the audit lead.

▪ Produce meeting agendas and record the minutes of meetings.

▪ Support reception staff, providing cover during staff absences.

▪ Support Practice Manager.

▪

The jobholder may be required at any time to undertake any work up to and/or at a level consistent with existing responsibilities.

**Confidentiality**:

- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff, and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers, or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

**Health & Safety**:
The post-holder will assist in promoting and maintaining their own and others’ health, safety, and security as defined in the practice Health & Safety Policy, including:

- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Reporting potential risks identified.

Rev Nov 22

**Equality and Diversity**:
The post-holder will support the equality, diversity, and rights of patients, carers, and colleagues, including:

- Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs, and beliefs of patients, carers, and colleagues
- Behaving in a manner that is welcoming to and of the individual, is non-judgmental, and respects their circumstances, feelings priorities and rights.

**Personal/Professional Development**:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional devel