Support Medical Secretary

Job overview

We are seeking to recruit a Support Medical Secretary to provide support/cover to the Senior Medical Secretaries.  Applicants to have a good all round experience in a secretarial role.  RSA II/III typing/audio typing or proven experience.  A good knowledge of medical terminology.  Candidates should display discretion when dealing with sensitive and confidential information and be able to deal calmly with patients and staff by telephone and face to face.  Good communication/interpersonal skills.

Previous applicants need not apply

Under current Home Office Immigration Rules, this role does not meet the UK Visas and Immigration criteria and the position is not therefore eligible for sponsorship. Applications from candidates that require skilled worker sponsorship will NOT be shortlisted.

Main duties of the job

To provide accurate and high quality typing of clinic notes, pre op notes, operation notes, correspondence of varied medical terminology through our Digital Dictation System as directed by the Senior Medical Secretary distributing as necessary clinic letters.  Process incoming mail, answering and dealing with telephone queries, regularly check the Digital Dictation System for urgent/priority dictation.   Assist with advice and  guidance requests and patient’s pathways.

Detailed job description and main responsibilities

To undertake the typing of clinic letters, operation notes, pre operative notes, ward notes, discharge letters, specialist reports, conference notes and associated correspondence of varied medical terminology, efficiently and accurately through audio word processing or shorthand dictation distributing as necessary to the relevant healthcare professions with a copy to the patient.  This work involves a significant use of the Trust’s computer systems, CareFlow EPR, Big Hand, Bluespier and Microsoft Office.

Ensure all clinical letters are completed and dispatched, where possible, within the 10 day standard as directed by the Trust liaising with medical staff to encourage dictation and signing of letters in a timely fashion.

Process incoming mail, date stamping, prioritise and distribute as necessary on a daily basis including processing all miscellaneous

Prioritise own work schedule as required.

Listen, analyse and respond to queries via telephone, e-mail and face to face contact from clinical and non-clinical NHS staff, patients, relatives and the general public in an articulate and sympathetic manner exercising ones own judgement effectively and efficiently as to when action is required and safe guarding patient confidentiality.  To record as necessary queries on to the EPR system and pass to Consultant for response as directed by Senior Medical Secretary

Show  empathy when dealing with anxious and distressed patients and bereaved families in difficult circumstances.

To direct telephone calls appropriately and to provide external callers with the correct information regarding appropriate referral to a named specialist consultant

The ability to deal with challenging situations and conversations.

To regularly check Big Hand for urgent dictation and miscellaneous dictation found in the wrong section, alerting the necessary staff.  Also checking for missing dictations and alerting the Consultant or Team.

Identify and arrange urgent out-patient appointments, admissions and investigations to include multi departmental scans and biopsies with the consultant and their team.

Urgently marked results/information to be brought to the early attention of the Consultant or Team.

Assist the Senior Medical Secretary with RTT patients on MS2, Ci and U stream, checking all investigations are being arranged in the appropriate timescale to assist the RTT process.  Updating the diagnostic pathways accurately and appropriately.

Ensure all results and any other documentation is scanned into the correct section of the patient’s EPR record, performing a quality assurance check for each scanned document.

Complete Inter Provider Transfer forms accurately to effectively coordinate patient’s pathway with other hospitals.

Maintain all patients demographics are up to date and if necessary contacting the patient or GP to ensure demographics are accurate and complete thus meeting information Governance and Data Quality Standards and preventing DNA’s.

Deal with Advice and Guidance letters promptly and record the outcome on the Choose and Book system.

To check CareFlow and Bluespier that patient has been listed as necessary for surgery.