Job Purpose
An experienced NHS Primary Care Lead Medical Secretary is required to provide a comprehensive secretarial service with minimal supervision. Applicants must already possess an excellent working knowledge of NHS General Practice systems, referral pathways, EMIS Web and medical records processes.
The Lead Medical Secretary is also responsible for supervising the secretarial team, monitoring performance, auditing quality and leading service improvements.
Key Responsibilities/requirements
- Manage all incoming and outgoing clinical correspondence.
- Process routine, urgent, Two Week Wait (2WW), community, tertiary and private referrals.
- Monitor and process NHS e-Referral Service (e-RS) worklists, including rejected, returned, deferred and incomplete referrals.
- Process and monitor Advice & Guidance requests where appropriate.
- Liaise with hospitals, community providers and booking teams regarding referral queries.
- Monitor GP2GP workflow in EMIS and resolve failed transfers.
- Process registrations, deductions and movement of electronic medical records.
- Process Subject Access Requests (SARs), Access to Health Records requests and third-party requests (solicitors, insurers, DWP, DVLA, police and coroners).
- Prepare and securely send medical records in accordance with NHS Records Management Code of Practice, GDPR and practice policy.
- Use EMIS Web, Docman, e-RS, GP2GP, Accurx, Anima, NHS Mail and Care Identity Service confidently.
- Manage EMIS workflow tasks and action clinician instructions.
- Maintain accurate coding, scanning and document filing standards.
- Escalate urgent clinical information immediately.
- Support CQC compliance and participate in audits.
- Reception and administrative cross-cover: Provide cover for reception and general administrative duties as required, including answering telephone calls, assisting patients at reception, booking appointments, processing requests, responding to enquiries, managing correspondence and supporting the wider administration team to ensure the smooth running of the practice.
Leadership Responsibilities
- Lead and supervise the Medical Secretary team.
- Allocate workloads and monitor turnaround times.
- Monitor e-RS worklists, GP2GP workflow, correspondence and records backlogs.
- Produce performance reports and audits.
- Develop SOPs and implement service improvements.
Skills and qualifications
- Current or recent experience as a Medical Secretary within an NHS GP Practice.
- Comprehensive knowledge of NHS Primary Care referral pathways.
- Experience using EMIS Web.
- Experience using Docman.
- Experience using NHS e-Referral Service (e-RS).
- Experience monitoring e-RS worklists.
- Experience processing GP2GP transfers.
- Experience managing Subject Access Requests (SARs).
- Experience processing medical records and third-party requests.
- Experience using Docman, Accurx, Surgery Connect.
- Excellent knowledge of GDPR, Information Governance and confidentiality.
- Ability to work independently with minimal supervision.
- Experience supervising or leading a Medical Secretary team.
- Ability to manage performance and deliver training where required.
Desirable Experience
- Experience supporting CQC inspections.
- Knowledge of ICE and NHS Spine applications.
- Experience of using Anima (AI coding tool).
- Experience participating in service improvement projects.
Other Requirements
- Clear DBS check
- Right to work in the UK
- Successful pre-employment reference check
- Compliance with mandatory NHS training.
- Commitment to Equality, Diversity and Inclusion.
- Compliance with Health & Safety, CQC and practice policies.
Additional Notes
- · The post-holder will be expected to maintain compliance with all relevant practice policies and NHS regulations.
The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.
Pay: £23,088.00 per year
Benefits:
Ability to commute/relocate:
- London SW9 6AF: reliably commute or plan to relocate before starting work (preferred)
Experience:
- Medical Secretary: 4 years (required)
Work Location: In person
