Assistant Medical Secretary

at  Hightown Surgery

Job responsibilities Assisting the medical secretaries in their role, by support in the following areas as well as cover for annual leave and sickness. Communicate effectively and efficiently with patients and staff alike in a timely, professional and appropriate manner. Use the surgery EMIS and Lexacom systems to type referral letters, reports and any associated documents in a timely manner prioritising urgent and 2 week waits. Process referrals via the eRS system, being aware of rejected referrals or responses back from the eRS system from the worklist section of eRS.
Send any eRS information to the patient with hospital leaflet via text message and email if possible, if not post Process 2 week waits as a priority, making sure 2 week wait leaflets are texted/emailed or posted 1st class to patient. Process Advice and Guidance (A&G) requests including photos or information if necessary. Keep e-referral book up to date, check outstanding referrals are processed within a timely manner so they are not delayed on the eRS system. Check that we have had responses to A&G requests and if not chase on the A&G system.
Check A&G responses a few times a day and process their responses. Check eRS rejected/outstanding referrals on eRS system. Check TASKS regularly throughout the day particularly for URGENT ones as some GPs do referrals via TASKS and not via a dictation. Check DOCMAN inbox (only when secretary is on annual leave).
Use other admin staff for ADHOC chasing tasks received including DOCMAN tasks. Check emails constantly throughout the day. If they are for a GP to action copy and paste to EMIS notes and send an URGENT TASK to GP advising them of the email. Let the sender know that the GP will be in touch in due course.
Forward any emails that are letters for GPs to the scanners for work flowing, if urgent action required forward to administration

Please refer the Job description for details