Medical Secretary - Stroke and Care of Older Adults

Job description

Job responsibilities

1. To act as first point of contact on behalf of the consultant and the Trust and deal effectively and courteously with all enquiries from GPs, patients, other departments within the Trust and all other departments.

2. To type all clinical letters, including those of a sometimes distressing or emotional nature, from shorthand, audiotape or direct dictation as agreed.

3. To organise and service meetings on behalf of the Consultant and the Consultants team, taking and distributing minutes as required.

4. To deal with all telephone calls relating to the service, ensuring patient focus is maintained and enquiries are handled in a courteous, tactful and prompt manner, and respecting patient confidentiality at all times.

5. To prioritise and process incoming correspondence and ensure that it is dealt with promptly by the appropriate member of staff.

6. To ensure that investigation reports are brought to the attention of the appropriate medical team and signed off by the appropriate member of staff. Arrange for the request and/or safe onward transmissions of patient investigation reports and film to other sites where necessary.

7. To maintain filing systems that facilitates the effective running of the department.

8. To use the appropriate IT system for checking patient information and appointments.

9. To manage patient records appropriately, ensuring an up-to-date record is maintained of all case notes returned from the wards and clinics, that patient case notes are available for clinics and appointments and are dispatched to other departments or hospitals as necessary.

10. To maintain and update the diaries of the members of the clinical team as required, and to coordinate meetings, teaching sessions/venues as required.

11. To cover for colleagues during periods of absence.

12. To ensure the department has adequate stocks of stationery and order supplies as and when necessary.

13. To efficiently and appropriately process cheques received in respect of medical reports.

14. To co-ordinate and process work of a medico-legal nature and other medical reports as required.

15. To draft responses to routine enquiries as appropriate.

16. To take an active role in initiatives to improve the administrative service provided to managers and clinicians, and the service received by patients and their families.

17. To process referral letters promptly, ensuring the consultant is contacted with all clinically urgent referrals, messages and letters when working on other sites.

18. To organise own work schedule, adapt the schedule as required to meet commitments to others within the agreed timescales and, where this is not achievable, give notification promptly with reasons to line manager.

19. To ensure all relevant parties are advised of any changes to clinic times, such as cancellations due to annual leave.

20. To inform GPs about non-attendance of patients.

21. To advise patients of special instructions regarding medical tests, as directed by the medical team.

Person Specification

Education and Qualifications

Essential

• AMSPAR, or equivalent. RSA 3 typing or equivalent.

Skills and Abilities

Essential

• Excellent audio and word processing skills.
• Excellent computer literacy [Word, Excel, PowerPoint]
• Excellent organisational and administration skills.
• Good customer care skills. Effective communication skills.

Experience

Essential

• Previous experience of working in a busy healthcare environment.
• Previous secretarial experience.

Desirable

• Previous experience as a Medical Secretary.

Knowledge

Essential

• Sound understanding of practical Data Protection issues.
• Excellent knowledge of medical terminology.
• Basic knowledge of child and adult protection issues.

Other

Essential

• Able to work on own initiative and within a team.
• Able to work to tight deadlines and within available resources.
• Flexible approach to work.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Lewisham and Greenwich NHS Trust

Address

University Hospital Lewisham

Lewisham High Street

London

SE13 6LH

Employer's website

https://www.lewishamandgreenwich.nhs.uk/ (Opens in a new tab)