Role Overview
The Medical Secretary will provide high‑quality administrative and patient-support services within a private practice setting. This role is central to ensuring the smooth running of clinics, patient communication, and coordination of surgical procedures. The ideal candidate will be organised, patient-focused, and experienced in using iMedDoc or similar medical practice management systems. Hybrid working is available following an initial onboarding period.
Key Responsibilities
Clinic & Patient Administration
- Upload and manage patient documentation, including references, test results, and correspondence within iMedDoc.
- Book, amend, and confirm patient appointments.
- Greet and check in patients attending clinics, ensuring a professional and welcoming experience.
- Follow up with patients as required, including post-appointment queries and preparation for future visits.
- Handle incoming calls and make outgoing calls to patients regarding appointments, queries, and clinical updates.
- Maintain accurate and confidential patient records at all times.
Clinical Correspondence
- Prepare and send clinic letters to patients, GPs, and referring clinicians.
- Ensure timely distribution of documentation through iMedDoc and email/letter as appropriate.
- Liaise with hospitals, diagnostic centres, and other medical professionals as needed.
Surgical Coordination
- Book surgeries and coordinate all related logistics (hospital bookings, pre-op requirements, admission information, consultant schedule alignment).
- Communicate directly with patients regarding surgical instructions, quotes, forms, and follow-up needs.
- Track surgery lists and ensure all details are entered accurately in iMedDoc.
Practice Support
- Manage consultant calendars and clinic schedules.
- Assist with billing administration where required.
- Support practice efficiency by identifying improvements in patient flow and administrative processes.
- Maintain confidentiality, GDPR compliance, and professionalism at all times.
Requirements
Essential
- Previous experience as a Medical Secretary or Administrator in a healthcare setting.
- Proficiency with iMedDoc (or strong ability to learn quickly).
- Excellent communication skills, both written and verbal.
- Strong organisational and multitasking abilities.
- High attention to detail and accuracy.
- Ability to work independently in a hybrid environment.
Desirable
- Experience within a private consultant practice.
- Familiarity with medical terminology.
- Experience booking surgeries.
- Knowledge of GDPR and patient confidentiality best practices.
Working Conditions
- Hybrid work environment: combination of on‑site clinic support in South Dublin and remote administrative work.
- Clinic hours may require occasional flexibility depending on consultant schedule.
- Standard office equipment provided for remote work if required.
