Medical Secretary, Band 3

Job overview

To provide an efficient, confidential and professional medical secretarial service within the Rheumatology team based at Gloucester Royal Hospital and Cheltenham General Hospital. This role is to support one of our Rheumatology consultants whilst their secretary is on long-term sick leave for 9 months; this will also include supporting the registrar and clinical fellow staff under this consultant. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The ability to work on your own initiative but also to be a good team player will also be a key attribute. The post-holder will report to the Secretary Supervisor.

Main duties of the job

Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:

Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts using digital dictation or via Dragon voice recognition

Typing detailed medical reports when necessary

Ensuring incoming post and results is sorted, any appropriate action taken and passed to the clinician on a daily basis

Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity

Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate

Deal with enquiries by letter/e-mail/telephone from patients, GP’s, other hospitals, police, solicitors (via legal department), other consultants and management

Organisation of procedures in negotiation with the clinical staff and patients as requested by the secretary supervisor.  This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork.

Carrying out regular review and administrative validation of the clinician’s return outpatient wait list.

Detailed job description and main responsibilities

Referrals, Booking and Clinic Prep

- Managing clinics, i.e. cancelling annual leave and ensuring that any empty slots are utilised.

- Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence

- Liaising with clinic prep to ensure notes are requested/available for patient appointments

- Liaising with the Booking Office, to maximise capacity

- Ensuring that arrangements are made to achieve the Trust targets and are reflected on IT systems in a timely manner

Outcomes and Results

- Highlighting to the clinical team members any results, correspondence or patient queries that need response and action, booking investigations, transcription, etc.

Admissions/Procedures

- Organisation of procedures in negotiation with the clinical staff and patients as requested by the secretary supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork.

- Ensuring that arrangements are made to achieve the Trust targets and are reflected on IT systems in a timely manner.

- Regularly informing the secretarial supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc.

- Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor.

- Supporting consultant staff by assisting with the production/ transcription of medical notes

- Proof reading or typing of correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts.

- Take and transcribe minutes as appropriate

- Supporting consultant staff with their additional responsibilities.

- Liaising with external organisations for the benefit and progress of patient care, such as other hospitals, etc.

- Provide direct support as directed