Medical Secretary and Clinical Administrator

Medical Secretary and Clinical Administrator

Our Medical Secretaries handle a variety of duties that aid the daily function of our two practices, and they are critical to helping support our GPs and clinical teams.

Our most important requirement is for a strong leader who can bring out the best from our team with a positive approach to change and development in a challenging environment. In particular, they will be the practice lead on productivity, performance, quality data, information analysis and reporting and maximise the practice's use of technology to provide an efficient cost-effective level of service.

Main duties of the job

The duties are usually wide ranging and the main responsibilities include:

• Dealing with a GP's correspondence, especially referral letters, treatment requests and non-NHS service requests
• Preparing letters and clinical reports
• Overseeing the Medical Secretary Inbox and responding to queries
• Responding to administrative enquiries from hospitals or other health and social care providers
• Coding and summarising key patient information from letters/notes received into patient records

Job responsibilities

• Promote and formulate systems to ensure efficiencies in workplace are in keeping with NHS standards and adhered to
• Provide information and administrative support to all clinicians
• Ensure call and recall system operates effectively to evidence performance. Work closely with the full Practice Team to coordinate follow-up appointments, flag up frequent users or non-engaging patients
• Lead in ensuring effective use of IT to support patient care within the Practice
• Stay up to date with all referral pathways/referral criteria and ensure that up-to-date information is available to referrers as well as patients, including on the practice website
• Identify developments which could be of benefit and make recommendations to the Senior Management Team
• Lead on the introduction and proactive management of any new processes and initiatives
• Provide support to practice staff in correctly identifying and targeting patients for assessment and treatment
• Assist the Practice Management Team in conducting incentive scheme audits and public health initiatives
• Supervise and oversee the administrative side of the referrals process for all care pathways (referrals in and referrals out for treatment or assessment)
• Ensure effective systems are in place for the smooth day-to-day running of the practice and good organisation of care across the interface between clinical services and patient administration
• Monitor practice systems to ensure optimal delivery of patient services
• Liaise with the Practice Management Team with any complaints, feedback or breakdown in service

Person Specification

Qualifications

• Good General Education
• At least 3 years' GP Medical Secretary experience or compatible experience in a patient-facing environment in a similar role
• Interest in working with people and in service of patients
• Ability to multitask
• Ability to work independently and have self-motivation
• Interpersonal skills
• Solution-oriented
• Optimistic explanatory style
• Experience of using clinical systems, i.e. SystmOne
• Experience of local NHS referral pathways

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.