Medical Secretary

Job overview

To provide a comprehensive service to the consultants and speciality teams, with the minimum of supervision. Organise your own workload and co-ordinate activities with other medical secretaries to ensure that an efficient service is provided. It is essential that you show initiative commensurate with the role and it is vital that confidentiality should be maintained at all times. Ensure cross cover working where possible.

Main duties of the job

• To provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians. 4. To manage and maintain 18 week pathways including tertiary referrals to external trusts, and ensure these are accurately recorded on PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow up appointments are arranged in conjunction with Referral to Treat (RTT) patient pathway. 5. Mentor, train and supervise relevant staff as required. 6. Support consultants in non clinical activities role by preparing presentation documents using relevant packages and arranging meetings, set agenda, circulate agenda/supporting papers as appropriate, and take minutes at meetings. 7. Ensure appropriate personnel are informed of consultant annual leave/study leave. Keep consultants informed of junior doctor leave, as it could have an effect on the service. 8. Organise and maintain consultant’s admissions. Cancel and add patients to the waiting list, as appropriate, ensuring lists are updated, and patients contacted. Liaise with waiting list office, anaesthetic department and ward. Complete and amend theatre lists appropriately. 9. Type dictation from audio transcription of clinical correspondence and documentation. Type discharge summaries as appropriate. Maintain an effective track on inpatient referrals to ensure patient is reviewed promptly.

Detailed job description and main responsibilities

• Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not. 11. Allocate and check the work of other staff 12. Ensure sickness absence and annual leave of clinical staff is reported. 13. Assist with the investigation and compilation of responses to complaints/incidents, helping to ensure this is done with the optimum deadlines set by the Trust. 14. Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or refer to appropriate person. 15. Carry out appraisals as appropriate 16. Organise and order stationery as appropriate. 17. Ensure all junior staff mandatory training is up to date and report accordingly. 18. Deal with enquiries either on the telephone of face to face from patients, consultants, junior doctors and colleagues in an appropriate manner. 19. Ensure all correspondence relating to patient care is acted upon in a timely manner. 20. Accurate check of patient demographics using the Patient Administration System (PAS), including registration screen, checking patients details are correct, and tracking of casenotes. 21. Assist with audit/research data collection as required. 22. Obtain information as requested by line manager 23. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly. 24. Train new and junior members of the team within own work area as required by line manager. 25. Attend appropriate training and education sessions at the request of manager. 26. General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Aug 2021 Participate in housekeeping of office environment. 27. Work with managers to review working practices, ways of working and find solutions to problems. 28. Implement policies and procedures for own area. 29. Record and input data onto databases and systems as appropriate 30. To work in a flexible manner in accordance with Trust Policy, and to check flexi time sheets for medical secretaries. * Any other duties required by line manager Education and training development Attend required training. Train others in own area/skills Equality and Diversity It is the responsibility of every member of staff to understand our equality and diversit