Medical Secretary

Job description

Job responsibilities

To provide a full secretarial service to all Consultant Histopathologists, SpRs, BMS and Pathology Office staff includes general office duties and ensuring the timely dissemination of reports in order for the referring clinician to treat the patient

To arrange clinical investigations (pathology reviews) by abstracting information from patients case notes, recording all relevant clinical details and initiation letters involves dealing with any subsequent clerical and technical problems that arise which relates to waiting list management, including 31/62 target patients

To catalogue and register (if necessary) in-house pathological cases (theatre/wards/departments and outside referrals (using the NHS Smartcard, Careflow and Technidata), setting up reports in readiness for audio dictation and voice recognition, type macro reports on a daily basis involves checking for discrepancies, electronic form filling and filing system using computer and manual systems

Ensuring the accurate patient demographics by using Careflow and various databases (including NHS Smartcard Management Service) in order to clarify discrepancies

Patient case note tracking using the Careflow system

To return pathology material to the referring hospital recording relevant information for accreditation and audit purposes using the electronic notebook within Technidata (UKAS ruling), using manual and/or computerized systems and organising special deliveries/couriers

To communicate with staff at all levels, both internal and external bodies (around the UK and abroad)

Print run: appropriate dissemination of a variety of medical reports and pathology material, some of which is highly confidential.

To cull files within the voice recognition software

To organise second opinions (home and abroad experts in their field) and special tests (e.g. molecular tests such as BRAF, EGFR, KRAS/NRAS, GIST etc) which involves special deliveries and couriers

To obtain archival pathology material and medical reports from deep store within Christie

To provide clerical and organisational assistance in connection with trials and joint research projects (involving clinical departments and external bodies)

To provide clerical assistance regarding statistical information for audit

To provide information to support the investigation of litigation cases

Prepare various Multidisciplinary Team meetings (MDTs), ensuring all relevant information and pathological material is available in a timely manner on behalf of the Consultant Histopathologists

Scanning paper files into various electronic filing systems

To contribute to the training of new members of staff as required

To work with Pathology Office Team Leader, Histology Services Manager and colleagues to improve quality and range of services, with resources being managed according to agreed policies and priorities

To deputise for the Pathology Office Team Leader if required, but exempt from decision making

Attend appropriate training and education sessions at the request of the team leader

To undertake any other duties commensurate with the post, required by the Histopathology Laboratory Manager and Pathology Office Team Leader.

Person Specification

Qualifications

Essential

• A comprehensive secondary education
• AMPSPAR Diploma (Association of Medical Secretaries, Receptionists and Practice Manages) or equivalent qualifications
• Clerical/secretarial certificates (e.g. RSA II, NVQII or equivalent)

Desirable

• Evidence of further development (e.g. NVQ II/III, ECDL, RSA III, AMSPAR or equivalents etc)

Experience

Essential

• Previous secretarial experience (2 years experience)

Desirable

• Previous clerical/secretarial experience within a similar environment
• Experience using a range of software packages, including PAS and/or Careflow or similar hospital administration systems

Knowledge and Skills

Essential

• Audio and word processing skills (good general IT and keyboard skills with a high degree of accuracy and computer literately regard Microsoft Office packages
• Excellent communication skills
• Ability to work as part of a team
• Highly organised with the ability to work under pressure
• Able to prioritise, multi task and work autonomously but know when to seek advice
• Good time-keeping, reliability and adaptability
• Sound knowledge of medical/scientific terminology

Employer details

Employer name

The Christie Pathology Partnership LLP

Address

550 Wilmslow Road

Withington

Manchester

M20 4BX

Employer's website

https://synlab.co.uk/ (Opens in a new tab)