Medical Secretary

Job overview

Paediatrics Medical Secretary Band 4 | 37.5 hours per week

An exciting opportunity has arisen for a Medical Secretary to join our Paediatric Team. We are seeking an individual with excellent interpersonal skills and a calm, methodical approach to provide high-quality administrative and secretarial support to the department. This post will be for General Paediatrics, Cardiology and Nephrology.

The role will involve delivering a full range of medical secretarial services to consultants and their teams, including supporting outpatient services and clinic management. The successful candidate will be able to effectively manage their own workload, demonstrate strong organisational skills, and contribute to the smooth and efficient running of the office and outpatient services.

For an informal discussion and more information on the role, please contact-

Opi Laurel on 01483 571122 ext 3282

[email protected] – Opi Laurel - Assistant Specialty Manager for Paediatrics

[email protected] Gemma Newman – Medical secretary team lead for Paediatrics

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

• 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, RTT validation times.
• 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.
• To make arrangements relating to patient admissions in liaison with admission staff, diagnostic departments and transport desk as required.
• To take all telephone calls from patients, relatives, members of the public and other professional organisations in an efficient, tactful and compassionate manner.
• Listen to and manage patient concerns. This involves listening to and as far as possible resolving situations that can be highly distressing to patients/relatives who may be upset, angry or concerned.
• Provide information to patients as agreed with the consultant, and in close collaboration with the team.
• Understand of the complaints procedure and use initiative to resolve complaints from patients and any other individuals as far as possible. Escalate outstanding concerns as required.
• Manage the implications of annual leave, organise the amendment of clinics, other fixed commitments and arrange cover for consultants during their absence.
• Provide a comprehensive personal assistant service to consultants. This may involve diary management, arranging meetings, travel and conference details as required.
• Regulate out-patient clinics as required.
• To maintain efficient filing and information tracking systems to ensure continuity of care, including electronic case note tracking.
• Send out information leaflets where appropriate and provide telephone information/advice to patients as agreed within the team and in accordance with guidelines.
• To utilise the Trust’s Patient Administration System Cerner and other information systems as required.  Ensure patient information has been entered correctly and amend as necessary.
• To provide short-term cover for annual leave and emergency cover for other secretarial staff as required.
• Supervise and train agency and bank temporary staff and provide appropriate checks to ensure that standards are maintained.
• Day to day supervision and training of medical secretarial staff and/other clerical staff.
• Support the induction of junior doctors.
• Collect and capture audit data (prepare/maintain patient databases and ensure research files are maintained and updated) as required.
• To liaise with other departments within the RSCH, liaise and co-ordinate with GP practice staff and staff in other hospitals as necessary.
• Ensure that the supply of stationary and office equipment is well maintained with particular emphasis on waste.
• Attend and contribute to specific working groups and policy forums (e.g. Trust Secretarial Group, Patient and User Involvement Strategy Group, Patient Line of Sight Teams.
• Any other duties appropriate to the grade and nature of the post.

Agree individual Personal Development Plan with line manager