Medical Typist / Clerical Officer

Job overview

This post is fixed term for 6 months to meet the needs of the service.

If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.

To contribute to the provision of healthcare provided by Cwm Taf Morgannwg University Health Board.  To provide confidential audio typing and administrative support to all service users of the administration and medical typing service within Maesteg Community Hospital.

This will be complimented by a full range of administrative duties provided by the post holder, to ensuring that timely communication is undertaken to allow patients to experience a smooth journey within the health care setting at all times.

The post holder will deal with enquiries and implements procedures guided by standard operating procedures.

Main duties of the job

The Medical Audio Typist / Clerical Officer will provide a comprehensive and confidential service across a range of clinical specialities.

The post holder will demonstrate excellent interpersonal and communication skills liaising with patients, relatives, carers, Consultants, multi-disciplinary team & colleagues within the organisation and external partners.

See job description for full details.

Detailed job description and main responsibilities

• Use advanced keyboard skills and medical terminology, to audio type and process clinical letters, discharge summaries, medical or legal complaint reports and correspondence to patient’s GP’s, other NHS departments, Cwm Taf Morgannwg University Health Board management and outside agencies.
• Follow-up on verbal instructions given either by dictation, e-mail, telephone or face to face.
• Ensure WPAS (Welsh Patient Administration System) is updated with accurate information of every patient contact.
• Assist in the co-ordination and progress of the patient pathway, by ensuring referral for diagnostic tests are progressed in a timely manner and ensuring patients follow up appointments are communicated with the medical records team appropriately.
• Ensure copy letters, results and all related correspondence are filed accurately in the patient’s hospital notes.
• Update the patient information system accordingly to reflect the current position within the patient referral to treatment pathway.
• May be required to receive abnormal investigation results over the telephone, accurately recording the details before informing the Consultant or senior member of the medical team and carrying out any instructions given in regard to same (e.g. liaise with x-ray, outpatient appointments, send out results to other specialists).
• Use patient information systems and clinical information systems fluently adhering to IT security processes.
• Deal with enquiries from within Cwm Taf Morgannwg University Health Board and extended NHS and outside agencies relating to patient management and provide clear communication when liaising with the multi-disciplined team.
• Use the faxing, scanning & email process proficiently, adhering to the Data Protection Act / GDPR at all times and in-line with the Cwm Taf Morgannwg University Health Board policies in accordance with confidentiality.
• May be required to assist the co-ordination of patient pathways, by ensuring patients are booked appropriately and in a timely manner.
• Deal sensitively with patients/relatives presenting with a query or complaint and have the ability to defuse informal complaints and depending on the enquiry, reassure patients, and where necessary seek advice whilst accurately recording the time, date and nature of the call.
• Retrieve, receive and return case notes. (to allow this to be managed efficiently the use of patient information systems is paramount).