Medical Secretary

**JOB TITLE: MEDICAL SECRETARY**
**REPORTS TO: Lead Medical secretary**

**Job Summary**:
To provide high quality administrative and secretarial support to GPs, Nurses, Practice Management team and the wider practice team. Communicate effectively with patients, practice colleagues and other health care professionals. Efficient use of IT systems to process various administrative tasks.

To undertake these duties without direct supervision, working within broad procedural guidelines.

To ensure that total confidentiality is maintained in that no information about patients, either medical or personal, is disclosed to persons other than those employed by, or attached to, the Practice for which such information is relevant.

Good communications are extremely important within the Practice, with patients and with outside agencies and you will be expected to help ensure that everyone who comes into contact with it holds the Practice in high regard. Absolute discretion is required in protecting both patient and business confidentiality.

**Duties and Responsibilities**:
The duties and responsibilities to be undertaken by members of the Practice Medical Secretary team may include any or all of the items in the following list. Duties including those not on the list which are delegated from time to time, may be varied under the direction of the Practice/Operations Manager, dependent on current and evolving practice workload and staffing levels:

- To provide an efficient copy typing and word processing service for GPs and Health Professionals. This may include the typing of letters, reports, patient referrals, minutes, memoranda, etc. in an accurate and quality manner.
- To assist the practice management team with clerical and administrative duties, performing any reasonable administrative tasks as requested.
- To prioritise all correspondence and to receive and dispatch mail.
- To provide appropriate clerical and administrative duties in line with the Choose and Book or any other designated electronic referral management system.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with GPs and other staff, taking messages and dealing with appropriate queries in a polite and professional manner.
- To retrieve medical records and assist the completion of medical/insurance reports, firearm reports etc ensuring work is undertaken in accordance with practice policies and procedures.
- To invoice patients for Non NHS services, itemising VAT on all appropriate invoices. To monitor income against these invoices, with support from the PM.
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- File patient records and correspondence in patient medical records, both electronically and paper based.
- To maintain the computer clinical system in an accurate and secure manner.
- To provide cover for members of the secretarial team during periods of sickness and annual leave.
- To assist with the gathering of statistics and information when required.
- To attend relevant practice meetings and take minutes if requested.
- Support the maintenance of adequate supplies of office stationery in order to perform secretarial duties including the ordering of hospital forms for specific departments.
- Support Partners/PM/OM with the production of Registrar, Junior Dr and Medical Students rotas as required.
- Creation of templates for referrals and medical forms/mail merge documents on SystmOne system.

**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, to include:

- 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 knowle