Medical Secretary

**Job Title**:Medical Secretary

**Purpose of the post**:to provide a confidential and comprehensive typing, referral and clerical service to GPs and other members of the Practice team

**Responsible to**:Practice Manager

**Hours**:30-37.5 hours per week Monday to Friday

**Job summary**

Petersfield Medical Practice is a busy Practice in Cambridge, caring for over 8000 patients. We are looking for an efficient, accurate, friendly Medical Secretary to work alongside our busy Admin/Reception Team
- To provide comprehensive typing, referral and clerical duties to achieve an efficient and effective secretarial service, using Windows 10 and Emis software
- To provide an accurate and efficient typing service to the Practice producing referral letters, invoices for insurance purposes and other general correspondence
- Undertake a variety of administrative duties to assist in the smooth running of the Practice

**Duties and Responsibilities**:

- Type referral letters and medical reports, utilising both copy typing and IT skills, providing a full secretarial service
- Ensure all work is accurate and completed in a timely manner
- Maintain confidentiality at all times
- Effectively liaise with Practice, Primary Care Organisations, patients and other external organisations to assist promptly with the resolution and administration of queries
- Create referrals using the NHS e-referral system
- Monitor and check tasks and work flows to ensure urgent and two week wait referral are received and appointments made
- Book urgent and routine hospital appointments for patients using the NHS e-referral system
- Check systems for referral rejections and appointments made
- Ensure mail is signed ready for franking and posting at the appropriate time
- Organise medical reports and prepare them, in a timely manner, to give to GPs for completion. Document progress
- Photocopying of medical notes when required
- Send invoices to insurance companies, monitor payments and chase unpaid invoices
- Communicate effectively with other members of the administration team to ensure policies and procedures are kept up to date
- Attend meetings when required and be the Minute taker
- To work safely at all times in accordance with legislation and Practice policies and procedures
- Keep databases up to date, where required
- Any other reasonable duties requested by the Practice Manager or GP

In addition to the above, the post holder will show respect and courtesy to patients and colleagues, maintain confidentiality of patient and other Practice information at all times. Working occasional extra hours may be required.

The job description is not exhaustive and may be adjusted periodically after review and consultation. You will be expected to carry out reasonable duties which may be requested from time to time.

**Working relationships**
- General Practitioners
- Practice Manager and Senior Receptionist
- Other members of secretarial team
- Members of the Practice/community nursing team
- Other members of the Primary Health Care Team
- Patients
- Outside agencies e.g. Secondary Care Trusts, Community Services

**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, carers, Practice staff and other health care 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 health care workers or the business of the Practice may only be divulged to authorised persons in accordance with 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 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.

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

- Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with Practice procedures and pol