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

The post holder will be responsible for producing accurate clinical and general correspondence, frequently transcribing complex and sensitive medical terminology from audio dictation. In addition to administrative duties, you will handle telephone enquiries from patients who may be anxious or distressed, demonstrating empathy and professionalism while managing contentious and sensitive situations with discretion. This role offers a unique opportunity to gain hands-on experience in the daily operations of a busy Medical Secretaries office. It is ideally suited to a motivated individual seeking to develop their skills and progress within a dynamic healthcare environment.

Detailed job description and main responsibilities

• To provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians.
• Keep diary up to date, arrange appointments
• 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.
• Mentor, train and supervise relevant staff as required. Deal with annual leave requests and sickness absence return to work interviews.
• Ensure appropriate personnel are informed of consultant annual leave/study leave.
• Type dictation from audio transcription of clinical correspondence and documentation. Type discharge summaries as appropriate.
• Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.
• Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or refer to appropriate person.
• Deal with enquiries either on the telephone of face to face from patients, consultants, junior doctors and colleagues in an appropriate manner.
• Ensure all correspondence relating to patient care is acted upon in a timely manner.
• Accurate check of patient demographics using the Patient Administration System (PAS), including registration screen, checking patients details are correct, and tracking of case-notes.
• Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
• Train new and junior members of the team within own work area as required by line manager.
• Attend appropriate training and education sessions at the request of manager.
• General office duties, including incoming and outgoing mail, e-mail,  photocopying.
• Work with managers to review working practices, ways of working and find solutions to problems.
• Implement policies and procedures for own area.
• Record and input data onto databases and systems as appropriate
• 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