Medical Secretary
Torbay and South Devon NHS Foundation Trust
The closing date is 21 May 2024
Job summary
To provide comprehensive and high quality secretarial, administrative and clerical support to the department ensuring an effective and efficient service is delivered.
To ensure that patients are treated with courtesy, dignity and respect.
Main duties of the job
- To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GP's and other external agencies.
- To communicate effectively in writing and verbally on a daily basis.
- To ensure all results of tests and investigations are tracked effectively, shown to the relevant consultant promptly and to undertake appropriate action as instructed.
- To independently deal with patient/carer telephone calls and enquiries in an efficient, sensitive and confidential manner, exercising judgement to analyse and resolve any problems and referring on to the clinician as appropriate.
- All clinic outcomes must be recorded accurately and complete or amend any that have not been done.
- Clinical diaries (both paper and electronic) are to be maintained and checked against the published timetables. Discretion and initiative used when arranging meetings and appointments for patients, relatives and others. To ensure that arrangements regarding medical staff leave and cover arrangements are circulated appropriately and that clinical activities are amended accordingly.
- Taking and transcribing normal minutes if required.
- To open and act on correspondence received and bring to the attention of the clinician along with the medical notes.
- To undertake a variety of office duties such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department.
About us
The Breast Care Unit has a very close overall team with excellent communication and working relationships between our sub-teams of Radiography/Radiology, Nursing, Surgical and Administration.
This ability to work seamlessly together towards our objectives is the foundation of our succese and fosters the excellent reputation our team has throughout the Trust
The Unit is supported by a Practice Manager, a Screening Programme Manager, an admin team leader, the secretarial team and our B2 receptionists/booking clerks in the symptomatic and screening services.
The admin teams are key to ensuring the very busy Breast Care Unit runs smoothly and efficiently. It is therefore important that each member of the team works well under pressure, is a team player but equally as important that they are able to work independently and prioritise workload effectively. The admin team leader role is to support the team in this with effective line management.
One of the main rewards of this role is knowing you have made a difference and enhanced a patient's experience within the Breast Care Unit by managing the team who help look after our patients.
Job description
Job responsibilities
Detailed job description and responsibilities
- To ensure that all clinical and non-clinical correspondence is typed within local targets, using the Infoflex system. (Audio and copy typing).
- Ensure appropriate follow up is actioned i.e. outpatient appointments, investigations, patients added to waiting lists, referrals to other departments etc.
- To review discharge summaries and ensure investigations/appointments are booked appropriately.
- To ensure that all results/reports/correspondence are filed in the hospital case notes in accordance with Health Records standards.
- To provide cover for other members of the whole team as required to ensure optimum efficiency of the department.
- To train and support new/less experienced staff within the team.
- To ensure that private, overseas and Scottish/Welsh and Northern Irish patients for out/in-patients are identified and documented appropriately.
- To identify areas for service improvement and support implementation.
- To support any Secretarial Assistants within the department in their role and ensure compliance with Standard Operating Procedures.
- To comply with the Trusts Patient Access Policy and Standard Operating Procedures.
- Any other appropriate duties/tasks as requested by management.
- To enter, monitor and update all aspects of the Referral to Treatment (RTT) pathway events accurately and ensure Inter Provider Transfers (IPT) are completed and updated. Review statuses are to be updated at every patient interaction.
- To manage the e-referral worklists on a daily basis.
- To use the relevant IT systems to register patients, respond to enquiries, make appointments, transfer medical records, input clinical letters and care planning summaries, as required.
Job description
Job responsibilities
Detailed job description and responsibilities
- To ensure that all clinical and non-clinical correspondence is typed within local targets, using the Infoflex system. (Audio and copy typing).
- Ensure appropriate follow up is actioned i.e. outpatient appointments, investigations, patients added to waiting lists, referrals to other departments etc.
- To review discharge summaries and ensure investigations/appointments are booked appropriately.
- To ensure that all results/reports/correspondence are filed in the hospital case notes in accordance with Health Records standards.
- To provide cover for other members of the whole team as required to ensure optimum efficiency of the department.
- To train and support new/less experienced staff within the team.
- To ensure that private, overseas and Scottish/Welsh and Northern Irish patients for out/in-patients are identified and documented appropriately.
- To identify areas for service improvement and support implementation.
- To support any Secretarial Assistants within the department in their role and ensure compliance with Standard Operating Procedures.
- To comply with the Trusts Patient Access Policy and Standard Operating Procedures.
- Any other appropriate duties/tasks as requested by management.
- To enter, monitor and update all aspects of the Referral to Treatment (RTT) pathway events accurately and ensure Inter Provider Transfers (IPT) are completed and updated. Review statuses are to be updated at every patient interaction.
- To manage the e-referral worklists on a daily basis.
- To use the relevant IT systems to register patients, respond to enquiries, make appointments, transfer medical records, input clinical letters and care planning summaries, as required.
Person Specification
Qualifications and experience
Essential
- oGood standard of general education to include GCSE in Maths and English or equivalent
- oTyping to RSA II/OCR II or equivalent level of speed and accuracy (40wpm)
- oGood knowledge of Microsoft Office software
- oAbility to use medical terminology appropriately
- oProven relevant experience in a busy office environment
- oAbility to prioritise own workload and achieve strict deadlines
- oGood telephone manner
- oAbility to communicate effectively with patients, relatives and all grades of hospital staff both verbally and in writing
- oAbility to work as part of a team or independently within a team environment
- oHave knowledge of hospital systems, i.e.: PAS, Infoflex, Cyberlab
- oNHS experience
Desirable
- oExperience in a Breast Care Unit
Person Specification
Qualifications and experience
Essential
- oGood standard of general education to include GCSE in Maths and English or equivalent
- oTyping to RSA II/OCR II or equivalent level of speed and accuracy (40wpm)
- oGood knowledge of Microsoft Office software
- oAbility to use medical terminology appropriately
- oProven relevant experience in a busy office environment
- oAbility to prioritise own workload and achieve strict deadlines
- oGood telephone manner
- oAbility to communicate effectively with patients, relatives and all grades of hospital staff both verbally and in writing
- oAbility to work as part of a team or independently within a team environment
- oHave knowledge of hospital systems, i.e.: PAS, Infoflex, Cyberlab
- oNHS experience
Desirable
- oExperience in a Breast Care Unit
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.
