Job responsibilities

The following are the core responsibilities of the Medical secretary. There may be, on occasion, a requirement to carry out other tasks; this will be dependent on factors such as workload and staffing levels.

Actioning all incoming correspondence, emails and mail in a timely manner

Accurately clinically coding data on the clinical system into the patient record

Identifying relevant clinical information documented in patient correspondence, coding appropriately and completing any detailed action

Inputting and extracting data as required to support practice reports

Creating referral letters and processing referrals

Filing and storing records as required

Photocopying documentation as required

Scanning patient related documentation and attaching scanned documents to patients healthcare records

Inputting data into patients healthcare records as necessary

Answering incoming telephone calls, transferring calls or dealing with the callers request appropriately

Carrying out system searches as requested

Maintaining a clean, tidy, effective working area at all times

Supporting all clinical staff with general administrative tasks as requested

Support all clinical staff with general tasks as requested

Undertake all mandatory training and induction programmes

Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed

Contribute to public health campaigns e.g., flu clinics through advice or direct care

In addition to the primary responsibilities, the secretary may be requested to:

Participate in practice audit as directed by the audit lead

Support administrative staff, providing cover during staff absences

Scan patient related documentation and attach scanned documents to patients healthcare records

Complete opening and closing procedures in accordance with the duty rota

As required, support in the process of repeat prescriptions, ensuring that they are processed accurately and efficiently

Order and monitor stationery supplies

This Job Description provides a guide to the duties and responsibilities of the post and is not an exhaustive list. The post holder may be asked to undertake any other relevant duties appropriate to the post. The Job Description may be amended over time, in consultation with the post holder to meet the needs of the service.

Please see attached document for more details

South Tyneside Health Collaboration

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Medical Secretary