Medical Secretary Max Fac

Job overview

An exciting opportunity has arisen for a dynamic individual to join our growing Maxillofacial Department. We are looking for someone with excellent interpersonal skills and a calm and methodical approach to provide administrative and secretarial support within the consultant team.

The role will include a full range of medical secretarial duties, assisting consultants and the wider team. You will be required to manage your own workload while still being a team player, demonstrate efficient organisation and oversee the smooth effective operation of the office.

Main duties of the job

To provide a full range of medical secretarial assistance to consultants and their team. Manage own workload, demonstrate efficient organisation and oversee the smooth effective operation of the office.   To work autonomously within a team, providing full organisational support to the consultant’s practice and their team.  To ensure procedures and working practices are in place so that the specialty and Trust can deliver a service that meets the standards and targets that have been set. To provide a considerate, patient focused service in all dealings with patients and with staff around the hospital and throughout the whole system.

Detailed job description and main responsibilities

Please refer to the full job description & person specification

• To undertake a full range of secretarial duties for consultants and their team.
• To produce and forward all patient letters, and other correspondence in line with current standards using audio typing and/or dedicated software.
• To deal with all post, faxes, e-mails, results etc. on a daily basis and prioritise as necessary to ensure consultants and their team are aware of urgent results and information.
• Take responsibility for all new referrals; liaise with the appointment centre staff and other coordinators such as specialist nurses and cancer MDT coordinators, other nursing and medical staff to ensure new referrals are promptly seen/treated in line with the current guidelines.
• Make appointments as required.
• Prepare relevant notes, results and scans for clinics. Use initiative to obtain missing details, results and x-rays in a timely fashion.
• To understand the full patient pathway, and the impact of local decisions on this pathway by having thorough knowledge of working practices, medical treatments, associated speciality(ies), and departments.
• Understand and work to achieve the national and local standards and guidelines for patient care (e.g. two week wait rule, inpatient and outpatient waiting targets, targets for investigations, turnaround times for correspondence, 62/31 day cancer targets, (etc).
• To play a key role in establishing and implementing local policies and procedures that ensure working practices meet the above standards/targets and is centred around the Patient.
• Take responsibility for amending a patient’s pathways wherever possible and escalate as necessary.
• Understand the implications of Patient Choice and electronic booking and proactively manage changes that will need to be incurred in the speciality.
• To be aware of funding arrangements and ensure funding is confirmed for patients out of area / out of contract, in close liaison with general/speciality manager and PCT Liaison offices.