Band 4- Medical Secretary, Haematology

Job overview

To provide a comprehensive and efficient secretarial and administrative service to one or more of the Haematology Consultants and Anticoagulation Nurse Specialists. This post carries a high level of responsibility and requires commitment together with a positive attitude to ensure the efficient management of the haematology office.

The post holder will manage the pathways of the patients referred on the suspected cancer pathway, in accordance with the government access targets and the Trust’s access policy. They will be required to book appointments to support consultants and patient pathways.  The post holder will need to be aware of all national targets, as well as FDS cancer targets. They will be required to work independently, without direct supervision, using initiative regarding actions/decisions and applying a high degree of confidentiality into all their work. It will be necessary to prioritise own workload daily, to take account of unexpected queries, demands, as well as the importance of meeting national targets and service performance.

Main duties of the job

Provide solid administrative management of the Haematology pathway navigator process, including checking and sending out clinic letters; chasing up all results daily; organising follow-up investigations and appointments, and liaising with other stake holders where necessary.      To liaise with Haematology consultants.    To escalate through the appropriate channels.     To have good computer skills; working knowledge of Cerner, Microsoft etc.    To have good interpersonal skills and a good understanding of different forms of communication.     To be punctual.    To be organised and meticulous.     To have knowledge of the FDS targets and KPIs.     To have knowledge of Haematology terminology.

To be able to work as a team, as well as autonomously when needed using own initiative.

Detailed job description and main responsibilities

Input and extract data from the patient administration system Cerner and other relevant software programmes. Ensuring that all patient case notes are booked in and out of the office – if required. Use Cerner efficiently and effectively to deal with a wide variety of patient enquiries such as appointments, admissions, histology reports, GP details etc.       Liaise with GPs and patients regarding urgent outpatient appointments where necessary and ensure that Trust policy regarding two-week cancer referrals is strictly adhered to.       To use NHS Choose & Book system efficiently and to print off referral letters and give to the Consultant for their approval. Using own judgment bring any GP referrals which may be urgent to the Consultant’s attention as soon as possible.       Use judgement to bring in innovative new office procedures to ensure that there is no breakdown in the patient care pathway, for example implementing bring-forward systems, systems for tracking investigation results etc.       Keep a record of all Consultant leave and Clinical Governance dates, ensuring clinical commitments are cancelled with at least six weeks’ notice.       Maintain an efficient tidy workspace and filing system for all administrative work.      Deal with the distribution of internal and outgoing mail as required.      Liaise with other staff where necessary, ensuring that secretarial support is always maintained (in the event of absence or annual leave) and to assist with other work or in taking telephone messages if required.     Provide cross cover with other pathway navigators within the department.       Undertake any other reasonable general or administrative duties, as may be requested by your Line Manager or Consultant.