Medical Secretary

3 weeks ago


Wolverhampton, Wolverhampton, United Kingdom Cannock Road Medical Practice Full time

Job Summary

We are seeking a highly skilled and organised Medical Secretary to join our team at Cannock Road Medical Practice.

As a key member of our team, you will be responsible for providing exceptional patient care and administrative support to our doctors and patients.

Your key responsibilities will include:

  • Maintaining and monitoring the practice appointment system
  • Processing personal, telephone and e-requests for appointments
  • Answering incoming phone calls and dealing with callers' requests appropriately
  • Signposting patients to the correct service
  • Initiating contact with and responding to requests from patients, team members and external agencies
  • Clinically coding data on Emis Web clinical system
  • Photocopying documentation as required
  • Data entry of new and temporary registrations and relevant patient information as required
  • Inputting data into patients' healthcare records as necessary
  • Managing all queries in an efficient manner
  • Maintaining a clean, tidy and effective working area at all times
  • Monitoring and maintaining the reception area and notice boards
  • Supporting all clinical staff with general tasks as requested

About Us

Cannock Road Medical Practice is a forward-thinking practice operating across two sites, serving a population of 9,300 patients in the Wolverhampton area. We are a training practice supporting new GPs and student nurses. With a recent 'Good' CQC rating, we continue to work hard to deliver a high level of quality care to our patient population.

We are committed to providing an open, friendly and supportive environment where all staff are comfortable sharing ideas and can expect to be provided with the tools and support they need to enjoy working and succeed in their role. We will provide ongoing coaching and development to help you become a confident Medical Secretary, potentially leading to a long and successful career in Primary Care.

Job Responsibilities

Your key responsibilities will include:

  • Greeting patients and visitors to the practice
  • Booking in, amending and cancelling patient appointments in line with practice appointment procedures to ensure optimum efficiency of the appointment system
  • Ensuring patients without appointments but who need 'urgent consultations are booked into appropriate slots and referred to a GP where necessary
  • Receiving and accurately recording requests for home visits, assessing urgency in accordance with the Practice's protocols. Printing off home visit summary sheets
  • Ensuring the computerised appointment system is up-to-date
  • Responding and/or redirecting all patient and visitor requests accordingly
  • Explaining practice arrangements and formal requirements to new patients and temporary residents, ensuring procedures are completed
  • Setting up new patients on the computer system
  • Advising patients of relevant charges for private services, accepting payment and issuing receipts for same
  • Producing repeat prescriptions according to practice procedures and ensuring timely distribution of completed prescriptions
  • Ensuring correspondence, reports, results etc. are filed electronically in the correct patient record. Scanning hospital correspondence and attaching it to the computer system with the appropriate read code, ensuring it is filed away once attached
  • Ensuring the reception and waiting areas are kept neat and tidy
  • Re-stocking of information leaflets as appropriate
  • Answering incoming telephone calls, ensuring calls are documented and redirected accordingly
  • Undertaking administration tasks as allocated on the rota organised by Practice Manager
  • Actioning start and end of day procedures. Checking the out-of-hours telephone switch over is operating effectively before leaving the premises
  • Ensuring up-to-date maintenance of both computerised and manual filing systems (patient notes)
  • Checking emails daily. Also regularly checking the fax machine for incoming messages. Sending faxes as required
  • Regularly checking tasks in System one to check all messages have been actioned
  • Participating in relevant internal and external training to maintain a high standard of work and continued lifelong learning
  • Maintaining good communication with all colleagues and encouraging good working relationships with all members of the practice

Person Specification

  • Essential: GCSE grade A to C in English and Maths
  • Desirable: Experience of working in primary care, experience of working in a GP practice

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