WHICKHAM PRACTICE

JOB DESCRIPTION

Job Title: Medical Secretary

Reports to:Assistant Practice Manager

Section:Admin

Purpose of Post:

To provide secretarial support to the doctors, nurses and management team

Main Duties:

  1. Typing patients’ referral letters and reports
  • Type patients’ letters dictated by doctors. Generate letters ready for signature. Ensure a copy is recorded in the patient’s computer record
  • Type patient reports for hospitals, insurance companies etc
  • Type accounts where necessary to send to patients or other organisations. Ensure a copy is available for the Assistant Practice Manager
  • Type other documents as requested such as minutes of meetings etc
  • Complete Individual Funding Request forms with GP guidance
  • Update the GIN folder
  1. Recording relevant patient data on EMIS computer system
  • Enter referral data on to patient’s computer records
  • Record account information on to patient’s computer record
  1. Taking messages
  • Take messages for doctors. Ensure the doctor has received the message and check if there is any further action to be taken
  1. Responding to patient enquiries via telephone and in person
  • Answer patient enquiries about referrals
  • Chase up hospital appointments
  • Obtain information from hospitals such as test results
  • Make hospital appointments for patients
  1. Booking hospital appointments
  • Ensure patients’ letters are sent to appropriate department using the appropriate method i.e. Choose and Book, paper referrals, fax.
  • Urgent and 2w (fast track) referrals to be booked through Choose and Book and appointments made for patient whilst in the practice
  • Maintain outstanding Activity/Worklist and Rejected referrals on Choose and Book system
  • Follow up appointments at the request of partners or patients
  • Telephone hospitals to make appointments and inform patient of appointment
  • Deal with patient tasks efficiently on a daily basis
  1. Management of Practice Mail
  • Oversee use of franking machine and ensure there is sufficient credit to cover postage
  • Provide cover to ensure outgoing post is ready to go to the post office by the end of each day when reception staff are not available / take outgoing post to the Post Office
  1. IT

To assist the Assistant Practice Manager with IT administration within the practice, namely:

  • Assistance with IT projects e.g. network logins, EPS2 etc
  • First point of call for IT problems within the practice and liaison with IT Dept:
  • printer jams
  • problems logging in
  • logging jobs with IT Dept etc
  • Adding new users onto IT systems:
  • EMIS Web
  • Docman
  • ICE
  • Organise network logins and email accounts
  • Manage practice website
  1. Any other delegated duties considered appropriate to the post

This list is not an exhaustive list of all duties. There may be times when this role will involve

carrying outadditional duties which will be appropriate to the post, to ensure the efficient

running of the practice

  1. Confidentiality

Your position brings you into contact with information which is personal and confidential. Under no circumstances must this information be discussed or divulged. A breach of confidentiality is a dismissable offence.

Last updated: 13.5.15