Medical Secretary

Job description

Job responsibilities

Liaison with Nursing and Diagnostic Imaging support services to QVH and off-site clinics.

Maintain close and collaborative working relationships with the Service Co-ordinator and other administrative and clinical staff.

Maintain effective manual and computerised systems to ensure accurate and timely delivery of information to clients and professionals.

Deal with correspondence making use of IT, i.e. email, internet and intranet, using initiative and discretion to prioritize.

Deal with all telephone calls promptly and courteously with an empathetic approach.

Respond sympathetically to individual needs within resources available.

Type clinic letters from digital dictation to meet Trust guidelines on responses.

Ensure clinic letters are sent out to GP within agreed timeframe of the clinic date.

Prioritise results needing urgent attention and chase for results where needed.

Co-ordinate and monitor patients that require follow up tests to ensure the tests and results are obtained wherever possible.

Ensure an audit trail in the patients notes is kept.

Co-ordinate matters arising from clinical appointments and arrange further referrals/ investigations as directed. This includes liaison with external trusts conducting interventional/diagnostic procedures and the tracking of these patients through their pathway ensuring that interventional/ diagnostic reports are available for Clinicians review prior to or for patient follow-up appointments.

Responding to the requests of the Patient Access team regarding Oncology and RTT18 queries and/ or input clinical outcomes for clinics.

Planning of Consultant operating lists.

Book appointments for patients for the services as required onto Patient Care.

Manage patients expectations when booking appointments and advising them of updates.

Monitor clinics to ensure that they are fully utilized and ensure full clinics wherever possible.

Monitor the patient pathways for all patients in the services make every effort to ensure all patients are offered an appointment within 6 weeks of referral.

Schedule all diagnostics that are required for each clinic type in a time effective order to ensure the patients receive an excellent service from QVH.

Ensure there are regular reviews of all the outstanding patients in the service to ensure patients are seen in the timescales allowed.

Support the Service Co-ordinator with gathering monitoring data for the service as required.

Create and maintain patient case notes in preparation for outpatient consultation clinics, working closely with medical records departments where necessary.

Ensure patient case notes are stored, tracked and archived according to Trust guidelines.

Develop and maintain a sound knowledge of medical terminology, tests, symptoms and procedures.

Arrange for notes/ referrals/ equipment for triage, dictation equipment and clinical supplies to be transported to/ from off-site clinics.

Actively participate in Departmental meetings as required.

Where required assist in maintaining stationery/ equipment stock control for the department.

Attend statutory Trust training courses as necessary and access training ensuring continued professional development within the service.

Assist with the supervision of temporary or new secretaries when covering for holidays and sickness.

Follow the QVH Trusts guidelines on confidentiality.

Ensure a professional image of QVH and the service is maintained at all times.

Person Specification

Qualifications

Essential

• Secondary education to GCSE level including English and Maths
• NVQ level 3 in administration or equivalent experience or RSA level III or able to demonstrate equivalent skill

Experience

Essential

• Significant experience in secretarial/administration, preferably in a medical setting
• Working in a multi-disciplinary team
• Aware of confidentiality and General Data Protection Regulations (GDPR)

Desirable

• Knowledge and awareness of medical terminology
• Knowledge of NHS performance/targets

Skills

Essential

• o Accurate audio typing o Typing speed of at least 60wpm Audio typing
• Proficient use of computers and software packages, including the knowledge of databases and spreadsheets

Attributes

Essential

• Good command of English, both written and verbal, with good grammatical and spelling ability
• Attention to detail with high degree of personal organisation, prioritisation and self-management
• Demonstrate ability to work under pressure

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

Queen Victoria Hospital NHS Foundation Trust

Address

Queen Victoria Hospital

Holtye Road

East Grinstead

RH19 3DZ

Employer's website

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