Medical Secretary / Medical Receptionist

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

- Providing effective and confidential secretarial and administrative support to GPs, clinicians and the wider practice team.
- Preparing, typing and processing clinical correspondence, referral letters, reports and medical documentation accurately and promptly.
- Processing and managing hospital and specialist referrals, ensuring appropriate information is included and referrals are sent within required timescales.
- Monitoring and following up referrals, appointments, investigations and clinical correspondence where appropriate.
- Managing incoming and outgoing correspondence, including hospital letters, consultant reports and other clinical communications.
- Maintaining accurate and up-to-date patient records, ensuring information is recorded appropriately and in accordance with practice procedures.
- Using the practice clinical system, EMIS Web, to record, retrieve and process patient information.




- Handling sensitive patient information with a high level of confidentiality, discretion and professionalism, in accordance with GDPR and practice policies.
- Communicating with hospitals, consultants, community services, patients and other healthcare professionals regarding referrals, appointments and correspondence.
- Responding to telephone and written enquiries professionally and directing queries to the appropriate clinician or member of staff.
- Supporting GPs and clinicians with administrative tasks, including preparation of documentation and information required for clinics and consultations.
- Ensuring urgent correspondence and clinical information is identified and brought to the attention of the appropriate clinician promptly.
- Managing workload effectively, prioritising tasks and meeting deadlines and referral timescales.
- Supporting the wider reception and administrative team when required, including holiday and sickness cover.
- Maintaining a professional approach when dealing with patients and colleagues, demonstrating tact, sensitivity, respect and diplomacy at all times.

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