Medical Secretary- Ophthalmology

Job description

Job responsibilities

Responsible for prioritising own workload and working independently within service needs.

Receive and take relevant action on telephone calls and other enquiries from key contacts, dealing with internal and external sources to resolve any problems, queries or complaints, making appointments and arranging visits and meetings where appropriate.

Booking theatre lists and liaising with patients and pre-operative teams. Maintaining the database of corneal grafts and cross linking patients, ordering corneal grafts, booking cross linking machinery

Deal with patients, relatives and other professionals that attend the office to resolve any problems, queries, complaints or requests for appointments.

Maintain confidentiality at all times.

Maintain diaries, assist in scheduling consultant workload and communicate with other relevant parties concerning the planning and re-scheduling of work as necessary.

Advise junior medical staff to attend clinical commitments as necessary.

Accurate typing of audio-based dictation as required, e.g. clinical letters, discharge summaries and reports, ward rounds, operation notes, theatre lists and general correspondence ensuring these are typed promptly and information disseminated within the appropriate time frame and in line with required standards.

Open post and prioritise for Consultant, dealing with matters not requiring the Consultants attention.

Provide a general administrative service including photocopying, filing, faxing and other office routines.

Compile and review office protocols, modifying working practices where necessary, ensuring that protocols are up to date and contain all the relevant procedures to support any relief medical secretaries, clerical staff and new staff who may be required to support the office.

Make sure all investigations and test results are checked by the Consultant, or an appropriate member of his/her team. Bring all known abnormal or urgent results are brought to the attention of the Consultant, or an appropriate member of his/her team.

All patients notes to be correctly completed with the patient details and accurate copies of investigative reports and correspondence are filed in medical records case notes, following laid down guidelines.

To use the computerised patient management system (CAMIS) regarding identification of out-patient, in-patient and waiting list data. Responsible for adding patients to waiting list in line with Trust Waiting List Policy and Procedures. Ensure all clinical coding is accurately completed.

To use the computerised patient management System (CAMIS) to accurately record personal confidential data from patients or their representatives.

Responsible for managing the inpatient waiting list and arranging dates for patients procedures in line with the PTL, liaising with the consultant when doing so. Adding the patients information and procedure date to CAMIS as well as various other internal systems ensuring that all information is accurate and up to date.

Communicate with other departments concerning case notes for appointments and admissions, ensuring timely availability of patient x-rays, the results of tests and investigations.

To provide cover for team members during sickness absence and annual leave.

Participate in audits as required.

Provide support with training new staff where required, demonstrating duties to new starters.

Maintain up to date personal awareness and knowledge of Trust wide issues and directives, applying knowledge in the workplace, including attending appropriate directorate briefings and meetings.

Any other duties commensurate with the grade and in line with the requirement of the post.

Person Specification

Education, Training and Qualifications

Essential

• GCSE English and Maths
• Accurate keyboard skills to RSA 2 or equivalent.

Knowledge and Experience

Essential

• Experience of prioritising own work.
• Experience of working in an administration based role.
• Experience of working to deadlines and targets.

Desirable

• Knowledge of CAMIS and waiting list management.
• Previous secretarial experience.

Skills

Essential

• Ability to communicate effectively both orally and written.
• Ability to work accurately.
• Advanced Keyboard Skills.
• Ability to work in a stressful environment.
• Ability to deal with any discrepancies professionally and efficiently.

Key Competencies, Personal Qualities and Attributes

Essential

• Flexible and adaptable.
• Approachable and supportive to others.
• Positive attitude with the ability to problem solve.
• To work as part of a team as well as on your own using your own initiative.

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

Northampton General Hospital

Address

Northampton General Hospital

Cliftonville

Northampton

NN1 5BD

Employer's website

https://www.northamptongeneral.nhs.uk/Home.aspx (Opens in a new tab)