Medical Support Secretary - Dermatology

Job overview

An opportunity has arisen for a motivated medical support secretary to join our administrative team within the Dermatology Department based at Aintree Hospital.

It is expected that all applicants will have previous experience of working in an NHS office environment, understanding and knowledge of medical terminology and audio typing skills.

The successful candidate must be able to undertake all administrative duties including being well organised and work on own initiative working to strict guidelines, both individually and as part of the wider team.

You will be expected to be a team player and cover for your colleagues during absences.

Main duties of the job

To provide a comprehensive administration/audio typing service in dealing effectively and efficiently with processing of daily workloads, and ad hoc office duties. The role also includes monitoring of RTT and clinic utilisation for the service.

Ensure cross cover working where possible.

Detailed job description and main responsibilities

• Type dictation from audio transcription of clinical correspondence and documentation.
• Quality check documentation completed in clinical administration support.
• Ensure appropriate follow up arrangements/investigations are in place. Liaise with personal medical secretary of speciality accordingly.
• Complete any tertiary referrals to external Trusts and ensure these are completed on the PAS system. Keep track of referrals to ensure patient is promptly reviewed. Check that follow up appointments are arranged in conjunction with patient pathway.
• Mentor, train and supervise relevant junior staff as required.
• Deal appropriately with concerns from staff in line with Trust policy.
• To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
• Accurate use of patient information using the Patient administration System (PAS), including registration screen, checking patient details are correct, tracking of case-notes. 9. Ensure all letters and discharge summaries are copied to the appropriate professionals, including patients.
• Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly.
• Take minutes of meetings, circulating to relevant groups.
• Obtain information as requested by line manager.
• Attend appropriate training, meetings and education sessions when required
• Work with managers to review working practices, ways of working and find solutions to problems
• Work with managers to improve quality and range of services, with resources being managed according to agreed policies and procedures.
• Organise and order stationery as appropriate.
• Ensure all mandatory training is up to date and report accordingly.
• Record and input data onto databases and systems as appropriate
• Be able to work as part of a team, promote effective flows in the department to cover leave to ensure the office runs smoothly.
• General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.