Medical Secretary

Job overview

The post will be an integral part of the Gastroenterology secretarial group providing an efficient typing service to the division in support of the work for Consultants and other Clinical Staff and the Clinical Lead to maximise patient care.

Main duties of the job

• Type clinic and admin letters to general practitioners, consultants, other hospitals, patients etc. as dictated following outpatient visits to clinic, inpatient stay or in response to queries from other departments, to a high standard and accurately presented.
• Tracking patients with cancer from clinic, through tests, adding patients to cancer MDT list, and typing referral letters to Oxford.
• Referring patients to other hospitals and liaising with the Consultants secretaries regarding results, appointments etc.
• Arrange for scans/histology from other hospitals to be sent to GWH for discussion and review.
• Open, sort and prioritise post, pass on to appropriate personnel. Ensure outgoing mail is despatched regularly.

Detailed job description and main responsibilities

• Register internal referrals and then add to Careflow and pass to Consultant for assessment and then onto Booking Centre/Clinic Reception/ Appointments Clerk as appropriate for appointments to be made. Record referrals outcomes on Careflow, ie endoscopy or OPA.
• Scan information from other hospitals to Careflow so that it is accessible for consultants.
• Check patient status, results, x-ray/DEXA scan bookings and appointments using Careflow electronic patient record system. Ensure patient personal details (name, address, telephone number, GP) are correct and amend if necessary. Check that x-rays, follow-up appointments, etc have been booked when mentioned in correspondence/ ward discharges. Arrange above when this has been omitted.
• Deal with telephone/written queries from patients on times of clinic appointments/ delays/cancellations/follow-ups. Inform relevant departments in good time of likely clinic cancellations or changes due to appointments/illness/leave, etc.
• Chase up results which may have not been available when the patient was seen but are published at the time letters are typed; bring to the notice of the consultant.