Job summary
The role of the Medical Secretary is to work as part of the Neurology Team here at the Barnet Hospital Sites to ensure that all administrative functions for patients from the time of GP referral to the time of discharge are coordinated in line with specific care pathway instructions to facilitate the smooth running of the patients' journey.
KEY WORKING RELATIONSHIPS
This involves working closely with all key members of the multi-disciplinary team within primary and secondary care and service users relating to the specialty they cover to ensure all patients receive a consistent and effective service.
Key contacts include:Consultants
- Medical, nursing and therapy teams
- Divisional and operational managers
- Outpatient Appointment Centre (OAC)
- Admissions team
- Diagnostics and imaging departments
- Ward administrators
- CNSs and MDT teams
- Phlebotomy and pathology
- Clinic reception and clinic nurses
- Patient navigators and clinical pathway administrators
- Clinical team PAs
- Team leaders
- GPs
- Other external agencies (e.g. other hospitals, social services, police)
Main duties of the job
General administrative duties for the department such as scanning and digital storage of all patient correspondence - identify and action any correspondence suitable for own response - produce relevant correspondence for consultant's reply.
Ensure copies of correspondence are sent, on request, within the agreed timeframe where appropriate.
Review the actions and instructions generated from the transcription service when requested e.g. ensuring that correspondence or test results are sent to a clinician in a different specialty.
Support the team in answering telephone calls and dealing with enquiries in a helpful manner, using initiative and discretion or directing the call to the appropriate staff member.
Ensure requests from clinicians/nursing staff for clinic changes, cancellations and creations are processed with the appropriate team in accordance to trust policy.
Provide reasonable cross-cover for other patient navigators to ensure a consistent and effective administration service is maintained .
Process confidential patient-sensitive documentation to and from patients, other healthcare professionals and external agencies.Deal with concerns/complaints as appropriate, immediately escalating where necessary to the appropriate manager for prompt action.
Support the pathway manager with RTT validations ensuring effective pathway management and oversight.
About us
Royal Free World Class ValuesThe post holder will offer World Class Care to service users, staff, colleagues, clients and patients alike so that everyone at the Royal Free can feel:l WELCOME all of the time l confident because we are clearly COMMUNICATIINGl RESPECTED and cared for l REASSURED that they are always in safe hands
Job description
Job responsibilities
Please refer to enclosed Job description and person specification. The job description outlines the current main responsibilities of the post. However the duties of the post may change and develop over time and may therefore be amended in consultation with the post holder.
Job description
Job responsibilities
Please refer to enclosed Job description and person specification. The job description outlines the current main responsibilities of the post. However the duties of the post may change and develop over time and may therefore be amended in consultation with the post holder.
Person Specification
Royal Free World Class Values
Essential
- Demonstrable ability to meet the Trust Values
Education and professional qualifications
Essential
- RSA 2 or RSA 3 word processing/typing or equivalent experience
- Knowledge of medical terminology
- English and Maths at GCSE level or equivalent
Desirable
- Diploma level qualification or equivalent experience
- Courses / further study attended to demonstrate evidence of personal development
Experience
Essential
- Previous experience of working with the public and/or patients in a healthcare environment
- Experience of interaction with all levels of staff
- Previous administrative and organisational experience
- Experience of dealing with non-routine and complex problems
Desirable
- Experience of managing and prioritising own workload and working to deadlines
Skills and aptitudes
Essential
- Excellent written and verbal communication skills
- Excellent organisational skills with meticulous attention to detail
- Excellent customer care practice, being polite, sympathetic, patient and diplomatic
- Understanding patient confidentiality
Desirable
- Knowledge of Cerner
- Awareness of National and Trust pathway targets (such as 18 week RTT target)
- Ability to confidently interact and share knowledge with staff at all levels
- Proof of continuous learning and development
- Ability to learn and assimilate information quickly
- Ability to use databases
Person Specification
Royal Free World Class Values
Essential
- Demonstrable ability to meet the Trust Values
Education and professional qualifications
Essential
- RSA 2 or RSA 3 word processing/typing or equivalent experience
- Knowledge of medical terminology
- English and Maths at GCSE level or equivalent
Desirable
- Diploma level qualification or equivalent experience
- Courses / further study attended to demonstrate evidence of personal development
Experience
Essential
- Previous experience of working with the public and/or patients in a healthcare environment
- Experience of interaction with all levels of staff
- Previous administrative and organisational experience
- Experience of dealing with non-routine and complex problems
Desirable
- Experience of managing and prioritising own workload and working to deadlines
Skills and aptitudes
Essential
- Excellent written and verbal communication skills
- Excellent organisational skills with meticulous attention to detail
- Excellent customer care practice, being polite, sympathetic, patient and diplomatic
- Understanding patient confidentiality
Desirable
- Knowledge of Cerner
- Awareness of National and Trust pathway targets (such as 18 week RTT target)
- Ability to confidently interact and share knowledge with staff at all levels
- Proof of continuous learning and development
- Ability to learn and assimilate information quickly
- Ability to use databases
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).
