Job Description
Job Title
Private Medical Secretary
Reporting to
Consultant Surgeon
Location
Office based in Farnham
Contract
Permanent
Hours
32.5 hours per week (Monday to Friday)
Job Purpose
To provide comprehensive secretarial and administrative support to Consultant Surgeon, ensuring the efficient day-to-day running of the private practice. The post holder will act as the first point of contact for patients and healthcare professionals, delivering a professional, courteous and confidential service while maintaining accurate patient records and coordinating all aspects of the patient journey.
Key Responsibilities
Patient Administration
- Act as the first point of contact for patients by telephone and email.
- Provide a professional, friendly and efficient service, responding to patient enquiries promptly.
- Arrange outpatient appointments, follow-up consultations and surgical procedures.
- Maintain accurate and up-to-date patient records in accordance with data protection requirements.
- Register new patients and update existing patient information.
- Respond to patient queries and escalate clinical matters to the Consultant where appropriate.
Practice Administration
- Ensure the smooth and efficient day-to-day operation of the private practice.
- Manage incoming and outgoing correspondence, including emails, letters and referrals.
- Prepare clinic and operating theatre lists.
- Coordinate surgical bookings with private hospitals and theatre teams.
- Liaise with anaesthetists regarding theatre scheduling and patient requirements.
- Chase investigation results and ensure these are available for clinics and follow-up appointments.
- Order and maintain office stationery and supplies.
- Undertake general administrative and secretarial duties as required.
Communication and Liaison
- Liaise professionally with patients, GP practices, consultants, hospitals and other healthcare professionals.
- Communicate with private hospitals regarding clinics, operating lists and patient bookings.
- Work collaboratively with external healthcare providers to ensure continuity of patient care.
- Maintain effective communication with all parties to ensure an excellent patient experience.
Financial Administration
- Assist with invoicing and administrative processes relating to private practice.
- Chase outstanding patient accounts and overdue payments in a professional and courteous manner.
- Liaise with patients and insurers regarding payment queries where required.
Information Governance
- Maintain strict confidentiality of patient information at all times.
- Ensure compliance with GDPR, data protection legislation and practice policies.
- Maintain accurate electronic and paper records.
Person Specification
Essential
- Previous experience in a medical secretarial or healthcare administration role.
- Excellent organisational and time management skills.
- Strong verbal and written communication skills.
- High level of accuracy and attention to detail.
- Excellent IT skills, including Microsoft Office.
- Ability to prioritise workload and work independently.
- Professional, discreet and empathetic manner.
- Excellent telephone manner and customer service skills.
Desirable
- Experience working within a private medical practice.
- Experience supporting a Consultant Surgeon.
- Experience using Carebit practice management software (training can be provided).
- Knowledge of medical terminology.
- Experience liaising with private hospitals and private medical insurers.
Personal Attributes
- Professional and approachable.
- Well organised and proactive.
- Calm under pressure and able to manage competing priorities.
- Flexible and adaptable.
- Reliable, trustworthy and able to maintain confidentiality.
- Patient-focused with a commitment to providing an excellent standard of service.
General
The post holder will be expected to undertake any other reasonable duties commensurate with the role and grade to support the effective running of the practice. The duties outlined in this job description may be reviewed and amended from time to time in consultation with the post holder to meet the changing needs of the practice.
Pay: £25,000.00-£28,000.00 per year
Benefits:
- Casual dress
- Free flu jabs
- Free parking
- On-site parking
Work Location: In person
