Job responsibilities
JOB
DESCRIPTION AND PERSON SPECIFICATION
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1. JOB DETAILS
Job Title: Team Medical Secretary
Reports to: PSC
Band: 3
Department: xxx
Location Cross Site Working
AfC Job No: 2105b
2. JOB PURPOSE/SUMMARY
To
provide a comprehensive and high quality medical secretarial service to
support clinical teams (Consultants, their medical teams e.g. junior medical
staff or specialist nursing staff as appropriate) in delivering high quality
care to the patients of Leeds and beyond. This role will additionally make a
key contribution in improving the patient experience by supporting
Directorate teams with the movement of patients through their 18-week pathway
or other national waiting time standards as appropriate.
The
post-holder will:
Work as part of a team to ensure
that all clinical correspondence is turned around in a timely manner to allow
patients to move through their pathway without any delays
Work with Consultants and their
medical teams.
Manage their workload in line with
departmental requirements or as identified by the Senior Medical Secretary.
Deal with patient enquiries.
Play a key role in ensuring that
patients move systematically through their pathways by ensuring that the next
steps are in the pipeline.
3. ORGANISATIONAL CHART
Business
Manager
Patient
Services Coordinator
Team Medical Secretary
4. PRINCIPAL DUTIES & AREAS OF
RESPONSIBILITY
Clinical Correspondence & Support
to Clinical Services
Typing/proof reading clinical
correspondence relating to outpatient and inpatient attendances and other
patient related correspondence on behalf of the consultant and clinical
teams.
Use a range of IT skills to support
the clinical work of the consultant e.g. use of databases and spread sheets.
Support administrative process as
deemed appropriate by the PSC.
To support the clinical teams in
the delivery of excellent patient care by actively working with colleagues
and other Departments to ensure that all patients registered within the
service are proactively supported through their patient journey (This would
include but is not limited to: ensuring that follow-up and/or discharge
appointments have been made for patients when required escalating to the
Patient Services Co-ordinator where appointments have been booked outside the
requested timescales).
Any other general administrative
duties associated with the consultant/clinical team outpatient and inpatient
workload.
Answer phone calls and deal with
enquiries relating to patients and clinical work from a variety of sources,
directly resolving where possible or transferring to appropriate personnel.
Liaise with GPs, hospital staff and
others on behalf of consultant in relation to clinical workload.
Maintaining
an effective administration service
In conjunction with other Team
Medical Secretaries and under the supervision of the Patient Services Co to
work collectively as a team proactively planning workloads to meet different
deadlines and timescales.
Create and maintain appropriate
record systems relating to clinical workload e.g. tests and results spread
sheets
Provide guidance to clerical
support officers as necessary.
Ensure that health records are
tracked on entering and leaving the Department and stored in an appropriate
manner in line with Trust Policy and patient confidentiality.
Ensure that health records are
maintained to a high standard at all times. All documentation and
investigation results must be securely filed in the correct section in
chronological order. Support Data Quality Indicators by ensuring that patient
information is accurate and updated on relevant paper and computerised
systems.
Access information systems to
obtain clinical information as required by the medical teams including
investigation results or other information e.g. from results server, PPM or
WinDIP.
Work as part of the team to ensure
that all phone calls are answered within the department during core office
hours.
Provide information to
PSC/Assistant PSC, as appropriate, relating to workload and work outstanding.
Provide cover for other team
secretaries/clerical staff when on annual leave or sick leave.
Additional
duties
Any other duties that from time to
time may be deemed necessary by the Trust/Directorates that is commensurate
to the role.
5.
THE LEEDS WAY VALUES
Our
values are part of what make us different from other trusts, so we see this
as a strength, as well as a responsibility. They have been developed by our
staff and set out what they see as important to how we work. Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All
our actions and endeavours will be guided and evaluated through these values
6. WEST YORKSHIRE ASSOCIATION OF ACUTE
TRUSTS (WYAAT)
Leeds
Teaching Hospitals NHS Trust is part of the West Yorkshire Association of
Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across
West Yorkshire and Harrogate working together to provide the best possible
care for our patients.
By
bringing together the wide range of skills and expertise across West
Yorkshire and Harrogate we are working differently, innovating and driving
forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS
Trust this is your opportunity to be a part of that change.
WYAAT
is the acute sector arm of the West Yorkshire and Harrogate Health and Care
Partnership, one of the largest integrated care systems in the country. The
Partnerships ambition is for everyone to have the best possible health and
wellbeing, and the work of WYAAT, and each individual trust, supports that
ambition.
7. INFECTION CONTROL
The
jobholder must comply at all times with the Leeds Teaching Hospitals NHS
Trust Infection Control policies, in particular by practising Universal
Infection Control Precautions. Hand hygiene must be performed before and
after contact with patients and their environment.
8. HEALTH AND SAFETY / RISK MANAGEMENT
All
staff are responsible for working with their colleagues to maintain and
improve the quality of services provided to our patients and other service
users. This includes complying at all
times with the Leeds Teaching Hospitals NHS Trust Policies, including Health
and Safety policies, in particular by following agreed security and safer
working procedures, and reporting incidents using the Trust Incident
Reporting system
9. EQUALITY AND DIVERSITY
The
jobholder must comply with all policies and procedures designed to ensure
equality of employment and that services are delivered in ways that meet the
individual needs of patients and their families. No person whether they are staff, patient
or visitor should receive less favourable treatment because of their gender,
ethnic origin, age, disability, sexual orientation, religion etc.
10. TRAINING AND PERSONAL DEVELOPMENT
CONTINUOUS PROFESSIONAL DEVELOPMENT
The
jobholder must take responsibility in agreement with his/her line manager for
his/her own personal development by ensuring that Continuous Professional
Development remains a priority. The
jobholder will undertake all mandatory training required for the role.
9. COMMUNICATION & WORKING
RELATIONSHIPS
The post holder will be expected to
establish, maintain and respect good working relationships and communication
with both internal and external organisations, institutions and individuals
with whom they come into contact, including those associated with the
specialty area and as appropriate within the role. The post holder will be expected to
represent themselves and the service in a professional, courteous and
respectful manner at all times.
- Consultants and other Senior
Clinical Staff
- Junior medical staff
- Multidisciplinary team members e.g.
nursing colleagues, AHPs etc
- Own Directorate Managers and others
within the Trust
- Colleagues within the Trust
- GPs and administrative staff within
Primary Care
- Patients and relatives
10. SPECIAL WORKING CONDITIONS
i)
PHYSICAL EFFORT:
The
role requires high levels of accuracy in producing clinical correspondence
that meets a high-quality standard as part of the provision of an effective
secretarial service.
There
will be long and frequent periods where the post holder will be in front of a
VDU either typing or proof reading.
The
post holder may be required to lift small loads and handle stock and
stationery e.g. paper in and out of their Department.
ii) MENTAL EFFORT:
Prolonged
periods of concentration are required for transcribing or proof reading
medical correspondence and using patient related information. This may frequently be interrupted with
phone calls or via face-to-face contact with other members of the team e.g.
Consultants.
iii)
EMOTIONAL EFFORT:
The
post holder will be handling sensitive patient-related information on a daily
basis and as such may be regularly (daily) subjected to difficult and
emotional situations such as serious illness, bereavement or anxious family
members.
iv)
WORKING CONDITIONS:
The
post will require use of a VDU and keyboard on a daily basis.
