Medical Secretarial Assistant - Band 2

Job description

Job responsibilities

1. Deal with urgent and routine correspondence and tasks in accordance with agreed practice and CQUIN standards including typing of clinic audio tapes, letters, medical reports, references, rotas and general correspondence including administration when necessary.

2. Typing of urgent and emergency clinics in accordance with agreed standards.

3. Taking appropriate action to ensure that all relevant investigations are pending (eg; Chest X-rays, CT scans, etc) and that future appointments have been made through the use of PAS, E-mail and verbal communication.

4. Tracking notes efficiently and effectively. Locate, retrieve and tracking of patient health records through communication with different departments, using appropriate systems.

5. Distributing incoming mail and sorting correctly for relevant groups posting correspondence and outgoing mail.

6. Answering the telephone on behalf of medical secretaries, taking detailed messages and enquiries from GPs, patients and other health service staff, through effective and professional communication of sensitive and confidential information.

7. Providing general non-clinical advice and information to patients and their relatives regarding appointments and admissions in line with caldicott guidelines.

8. Initiate action to resolve queries raised by patients, relatives or general practitioners, often of a non-routine nature, concerning patients treatment and drawing these to the attention of the Consultant and/or medical staff team.

9. Filing letters, results and reports in accordance with Trust policies.

10. Use of the photocopier and scanner as requested.

11. Access information from PAS including the location of notes, patient search/printing, out-patient enquiries, expected admissions, pathology results and radiology enquiries, etc ensuring accurate patient information is maintained using both computer and paper records.

12. Receive and send information using e-mail and internet.

13. Perform any extra duties when providing cover in the absence of colleagues, including cover for medical secretaries and elective access clerks.

14. Monitoring stock levels of all stationery and patient information and advising Team Leader as necessary

15. Ensure attendance at mandatory updates and general adherence to Trust Health & Safety policies and procedures.

16. The postholder must not undertake any work associated with a Consultants private medical practice.

Person Specification

Qualifications

Essential

• Typing and/or Word Processing skills
• Audio Typing Experience
• GCSE English Grade C or equivalent
• Text Word processing & audio skills to RSA II or equivalent

Desirable

• 4 GCSE C or equivalent
• Business Admin NVQ II or equivalent

Knowledge and Skills

Essential

• Ability to complete tasks accurately and efficiently
• Good Written and verbal communication skills. Ability and confidence to communicate at all levels.
• Knowledge of Microsoft office, particularly Word and Excel
• Competent Microsoft Word User.
• Ability to work on own initiative and prioritise workload to achieve deadlines

Desirable

• Ability to operate office equipment, e.g. Photocopier

Previous Experience

Essential

• Previous experience in office environment
• Some knowledge of medical terminology

Desirable

• NHS experience

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.

Employer details

Employer name

United Lincolnshire Hospitals NHS Trust

Address

Lincoln County Hospital

Greetwell Road

Lincoln

LN2 5QY

Employer's website

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