Secretary (Care Coordinator)

Key Responsibilities: Handle and follow up patient enquiries, exercising initiative and liaising with the doctor, hospital, relatives and others with regard to actions necessary remembering always that the doctor remains accountable for clinical decisions. Type all correspondence as requested by doctors and health professionals, accessing work flows via personal and practice e mail accounts, Docman, EMIS Tasks and Lexacom dictation system as well as other sources. This includes the typing and sending of letters, reports, investigation requests, patient referrals (manual and e-RS), minutes, medical information, memoranda etc. ensuring they are accurately typed and well presented.

Make electronic referrals through the ERS system, selecting specialities and sub specialities, booking/requesting appointments as necessary and sending paperwork out to patients. Manage advice and guidance referrals through the ERS system, monitor responses and liaise with the Drs to ensure these are fully followed through and recorded on a spreadsheet. Check daily for rejected referrals and action as appropriate recording on spreadsheets and informing the relevant Doctor. Receive and dispatch mail and maintain a pending system.

Check and action the practice emails on a rota basis, including forwarding onto relevant departments/scanning/folders as well as checking the secretarial email regularly throughout the day, actioning appropriately. Enter all correspondence on to the practice clinical system using read codes where appropriate and log all referrals. Prioritise all correspondence, working with and supporting colleagues to ensure urgent correspondence is undertaken in a timely manner. Provide cover for colleagues at times of annual leave and sickness to ensure the service to doctors and patients is unaffected at such times.

Communicate and liaise with all staff teams and disciplines within and attached to the practice. Arrange appointments as required and take messages when appropriate. Deal with any telephone enquiries in a polite and professional manner. Establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

Retrieve medical records and assist the completion of medical/insurance reports, photocopy as required and invoice accordingly. Handle correspondence with Solicitors requesting patient records, updating practice records and typing invoices as appropriate. Process and chase patient results, liaising with the doctor or appropriate health professional, contacting patients and receiving telephone calls from patients as required. Attend Multi-Disciplinary Team or other meetings taking minutes and actioning any relevant points where necessary.

Act as a point of contact for staff and doctors phoning to report sickness or delays in the mornings and to initiate appropriate action. Liaise with the clerk responsible to maintain adequate supplies of office stationery in order to perform an efficient secretarial service. Design/import and populate template letters and forms for use throughout the practice as required. Perform any reasonable administrative tasks as requested.

To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes. Support the practice team to maintain the quality and accuracy of all patient records by: Entering all appropriate patient information using the clinical system. Assisting with the management of disease registers where appropriate. Accurate input of all data.

Maintain the safeguarding spreadsheet, completing all secretarial and administrative tasks associated with safeguarding, working to the adult and child safeguarding protocols. Make the Doctors drinks on a rota basis, and cover for others if they are off.