Assistant Medical Secretary – Respiratory

Job overview

The purpose of this job is to provide secretarial support to the Respiratory Team.

This job description is not intended to be an exhaustive list of duties, but merely to highlight the current main responsibilities of the post.  The Trust reserves the right to change terms from time to time.  Along with your main duties; you will also be expected to carry out any other duties that are reasonably asked of you.  It may be reviewed from time to time in agreement with the post holder and line manager of the Service Unit. The post holder will be required to comply with all policies and procedures issued by and on behalf of Wye Valley NHS Trust.

Main duties of the job

• Audio typing and reviewing patient letters and reports from digital dictation
• Forwarding letters/reports by either: - post, telephone or e-mail as required.
• Answering departmental phone calls in a courteous and professional manner.
• To liaise with patients and provide non clinical advice such as dates and times of clinic appointments.
• To be able to assess nature of enquiry and deal with appropriately, asking advice from the Band 4 Medical Secretaries if necessary.
• Open, prioritise and date stamp mail daily.
• To use own initiative and manage own work load under the guidance of the Band 4 Medical Secretary.
• Ensure all patient notes retained in the office or sent out of the office are traced on Patient Administration System (EPR Maxims).
• Liaise with Clinical Site Managers, Fred Bulmer Medical Day Case Unit, MacMillan Renton Unit and other medical wards regarding patients’ impending admissions for procedures.
• Ensure the patients record on maxims is complete, correspondence scanned onto Maxims and follow-up action is taken.
• Obtain urgent radiology reports off the computerized reporting system when required.
• Maintain an up-to-date knowledge of Departmental procedures.
• Obtain patients’ hospital notes from Health Records and other Departments.
• To understand the 18 week pathway for patients and undertake any relevant training required.
• To be able to undertake validation and 18 week tracking of patients with the guidance of the Band 4 Medical Secretary.

Detailed job description and main responsibilities

For more information about the role and responsibilities please see the attached job description and person specification