Support Medical Secretary - Digestive Emergency Surgical Care Group

Job overview

A part time position has arisen for an experienced, well-motivated and enthusiastic support secretary to join the Digestive Emergency Surgical Care Group. The appointee will work within an established secretarial team who have a commitment to improve our patient experience.

The successful applicant must be able to undertake all administrative duties, be well organised, able to plan their own workload, work on their own initiative and work to strict deadlines.

It is expected that applicants will have appropriate experience working in a medical environment and have a good understanding and knowledge of medical terminology and audio typing ; experience in the use of EPRO (clinic letter tool) would be advantageous.

Digestive and Emergency Surgery is based across three sites ; Aintree University Hospital, Broadgreen Hospital,  and the Royal Liverpool University Hospital. The successful candidate will be required to provide support across site with a base at the Aintree site.

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.  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.
• 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.
• 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.
• Ensure all mandatory training is up to date and report accordingly.
• General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.
• Make New and Follow up appointments