Support Medical Secretary, Dermatology

Worcestershire Acute Hospitals NHS Trust

The closing date is 29 September 2024

Job summary

We are looking for a Support Secretary/Booking Coordinator (in a hybrid role), to join our friendly and passionate admin team, supporting the Worcestershire Dermatology Team.

Worcestershire Dermatology Services are an innovative specialty, and provide outpatient and surgical services to patients across Worcestershire, and beyond.

We can offer you an interesting and rewarding post that delivers a comprehensive administrative service to our Dermatology patients and clinical team, which will include appointment booking, typing clinic letters and monitoring of waiting lists. If you have the skills, and would like to join our team, we would love to hear from you.

Main duties of the job

This secretarial and administration role, is part of a team, which provides a comprehensive service to both the patients and clinical team for the Dermatology specialty. The Dermatology service provides care and treatment for patients with skin-related conditions. Therefore, this role requires professionalism, good communication skills, adaptability, and great attention to detail.

The duties are varied, and in addition to the traditional secretarial role, providing letter transcription, include appointment booking, monitoring of waiting lists, preparing clinic documentation, answering incoming telephone calls, and providing clerical support to the clinical teams .

About us

Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Our objectives are simple:

Best services for local people
Best experience of care and best outcomes for our patients
Best use of resources
Best people

Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

Date posted

13 September 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

C9365-24-1056

Job locations

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Job description

Job responsibilities

To ensure patients are added to the inpatient waiting list correctly and all relevant fields are completed correctly

To ensure patients are booked for their skin surgery procedures following Trust policies and processes within the agreed clinical priority and that written communication is immediately sent

To action changes to individual appointments whilst ensuring that patients are seen within the agreed clinical priority and that written confirmation is immediately sent

To telephone patients, often at short notice, to offer them dates for their procedures or cancel their procedures as required

To ensure adherence to the Trusts Patient Access policy when arranging patient treatment.

To ensure that letter, telephone and face to face communication with patients, colleagues and managers is professional, timely and in line with Trust policies and procedures

To respond to any queries and complaints from patients, managers or clinicians ensuring that any serious issues are escalated to the appropriate manager

To liaise with medical secretaries, clinicians, directorate staff, GPs and administrative staff regarding bookings and waiting times

To respond to enquiries from GPs, other Health Service personnel, patients and relatives

To ensure all policies and procedures are adhered to and training undertaken as required

To ensure that general administrative work associated with booking procedures and waiting lists is undertaken according to the expected medical records standards

To type Dermatology clinical staff correspondence, e.g. transcribe digital dictation.

To generate operation notes and letters, discharge summaries and other official correspondence, including self-generated non-routine correspondence if required.

To deal with day-to-day incoming mail according to the office policy, assigning priority and/or taking any necessary action without reference to consultant staff if necessary.

To assist with the validation of patients awaiting outpatient and inpatient attendance.

To be familiar with the requirement for the recording of patient details in relation to the 18 week pathway.

To be familiar with the National and Local 18 week initiative / objectives / requirements.

To be responsible for the monitoring of investigation dates and results and bringing these to the attention of the relevant consultant.

To undertake any other duties as may be required as appropriate by the Consultant or the Directorate Management Team in accordance to the needs of the service.