Job summary
o To provide comprehensive and high quality secretarial, administrative and clerical support to the department ensuring an effective and efficient service is delivered
o To support the Admin Team Leader to undertake change management
o To ensure that patients are treated with courtesy, dignity andTo 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
Main duties of the job
o This position requires empathy and tact when dealing with patients .
o To communicate effectively in writing and verbally on a daily basis
o To ensure all results of tests and investigations are tracked .
o 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
o All clinic outcomes must be recorded accurately and complete or amend any that have not been done
o 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
o Taking and transcribing formal minutes if required
o 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
o To plan and organise own workload efficiently
o To produce and update Standard Operating Procedures (SOP) for all aspects of the Medical Secretary role
About us
Why Work With Us
The Obstetrics and Gynaecology department consists of 11 consultants, 5 Obstetric , 2 urogynae , 2 colposcopist , 2 minimal invastive treatment .
There are also juniors' doctors ranging from FY1s to ST8s including Associate specialist and Trust grade doctors .
The department is supported by a Practice Manager, 2 Team Leaders and a team of B3 and B2 medical secretaries.
Job description
Job 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 Obsteterics & Gynaecology 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
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 Obsteterics & Gynaecology 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
Admin
Essential
- oGood standard of education to include GCSE in Maths and English or equivalent
- oTyping qualification to RSA stage II/OCR II or equivalent level of speed and accuracy (40wpm)
- oProven experience of audio typing
- oProven secretarial and administrative experience
- oGood communication skills with the ability to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing
- Ability to work as part of a team
- oAbility to effectively use the Microsoft Office software (Word, Excel, PowerPoint)
Desirable
- oMedical Secretary/NHS experience
- oKnowledge of Infoflex for clinic and admin typing
- oKnowledge and experience of a range of computer software packages e.g. e-Referral, Infoflex, CRIS, Cyberlab, Symphony, PAS etc
- oManual dexterity to use keyboard and dictation machine
- oTo be proficient in the use of Internet/Intranet and email
- Able to manoeuvre and transport medical notes around the Department and Hospital site. (Av. weight 12kgs)
Person Specification
Admin
Essential
- oGood standard of education to include GCSE in Maths and English or equivalent
- oTyping qualification to RSA stage II/OCR II or equivalent level of speed and accuracy (40wpm)
- oProven experience of audio typing
- oProven secretarial and administrative experience
- oGood communication skills with the ability to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing
- Ability to work as part of a team
- oAbility to effectively use the Microsoft Office software (Word, Excel, PowerPoint)
Desirable
- oMedical Secretary/NHS experience
- oKnowledge of Infoflex for clinic and admin typing
- oKnowledge and experience of a range of computer software packages e.g. e-Referral, Infoflex, CRIS, Cyberlab, Symphony, PAS etc
- oManual dexterity to use keyboard and dictation machine
- oTo be proficient in the use of Internet/Intranet and email
- Able to manoeuvre and transport medical notes around the Department and Hospital site. (Av. weight 12kgs)
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.
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).
Additional information
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.
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).
