Medical Secretary

Job summary

To provide and supervise the delivery of secretarial support to the doctors, practice manager and health professionals.

Job responsibilities

• To manage the patient referral system, Choose & Book (ERS), processing of new referrals and managing existing referrals, monitoring of the advice and guidance workflows and other work lists within the clinical system
• To fact find on behalf of the GPs and other clinicians, with regards to referral queries and pathways, with the assistance of the Teamnet Clinical area
• To keep referral spreadsheet up to date, uploading new referral forms to clinical library and informing GPs of new processes and pathways
• To action secretarial emis and docman tasks sent by clinicians and admin staff

End of Life Multi-Disciplinary Team

Managing the Palliative Care register and association spreadsheet, keeping coding updated and appropriate

Processing and monitoring of patient RESPECT forms

• Arrange and set dates of MDT meetings, book rooms, organise agenda, invite attendees, take minutes and follow up on actions, as required
• Send info to the ICB
• To process deceased patient administration
• Management of the admin email account, dealing with and re-distributing, as appropriate
• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
• Private reports and special access requests
• Maintain working spreadsheet of non-nhs reports requested and SARs
• To co-ordinate the delivery of non-NHS services such as insurance reports, DVLA reports, PIP applications and other private report, records via IGPR

Liaise with finance manager with regard to PIP payments

To receive incoming and initiate outgoing telephone calls with regards to secretarial queries, in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries

To provide cover for members of the secretarial team during periods of sickness and annual leave

To pull and file notes as necessary

Information

Ensure communication systems are running smoothly, and doctors and reception staff are kept fully informed of changes in procedures

Assist with production and upkeep of practice procedures i.e. CQC toolkit

Manage paperwork systems, including post, internal and external

Act as a central source of information

Building

Have a clear understanding of telephone systems, daytime and out of hours

Understand security systems