Private Patient Medical Secretary inFrimley inFrimley PUBLISHED 25 JUL 2024

Frimley Health NHS Foundation Trust rkTxobU

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To promptly open incoming mail, linking it to relevant records.

Job Overview

Private Patient Medical Secretary

Monday -Friday 8.00-16.00

This Role will see you working within a team of Private Medical Secretaries across a variety of specialities. You will be required to cross cover other specialities and therefore a good team work ethic is required.

Main duties of the job

Purpose Of Job

To provide a comprehensive secretarial service to manage the private practice delivered by Consultants. To ensure that Trust standards are adhered to in relation to all documentation and data input concerning patient appointments and treatment.
In conjunction with the Consultants manage administratively the efficient operation of theatre list management.
To assist at outpatient clinics, booking in patients and taking payments.
To have a flexible approach to working patterns in the event of gaps in service due to staff annual leave or sickness.
Working as part of a team you will provide a high quality and courteous service to patients, clinicians and colleagues whilst working to strict deadlines. Prioritising workload to link in with multiple consultant timetables. To reconcile and keep the financial reporting up to date. To input data accurately into our practice management system MIDEXPRO.

Working for our organisation

You will be joining the wider Parkside team and will be supported via the Parkside Management team. We offer a large office space with kitchette area where you will work alongside a team of Medical Secretaries. Your Consultants will drop by to liasie with you face to face which allows for a stronger working relationship.

Detailed Job Description And Main Responsibilities

KEY TASKS & RESPONSIBILITIES:

General Secretarial Duties

To provide administrative and secretarial support to Consultants in the management of their private practice.
To plan and organise own work schedule with the use of appropriate planning aids, demonstrating good time management and an ability to cope with the unexpected.
To obtain and organise information in support of own work activities, maintaining confidentiality in accordance with Trust policies & procedures.
To ensure that secure systems are in place for the storage of all resources including computerised information.
To promptly open incoming mail, linking it to relevant records. On receipt of referral letters, ensure they are correctly date-stamped and recorded in the office after liaison with the appropriate Consultant.
To set up and maintain effective filing, bring forward and retrieval systems.
To transcribe from audio and long hand, drafts of documents such as outpatient clinic letters etc.
To develop and maintain effective working relationships with other staff in the Parkside Unit and throughout the Trust and other Private Healthcare facilities ensuring that a professional and seamless service is provided.
To maintain special follow up procedures, arranging appointments for patients when required and notifying the patient of their appointment date.
When requested, identify and access information sources correctly, supplying the information in an appropriate format and within required deadlines.

Finance

To manage the billing of all private patient care episodes, timely credit control and maintain records of all financial activity where appropriate.
To liaise with the Parkside Bookings Office to ensure that private patients insurance policies are checked and where appropriate pre-authorisation details are taken
To liaise with the Parkside Finance Office to provide total invoiced activity in order to invoice for the secretarial and administrative services appropriately

Out-patient clinic /theatre management

To ensure the smooth running of all Private outpatient clinics.
Oversee the distribution of theatre lists through liaison with the Parkside Admissions Department and the Trust Theatres Management team.
Where required by the Consultants, ensure the organisation of additional or adhoc theatre sessions to meet the Consultants private patient activity demands.
To order consumables/prosthesis for relavant surgery.
To liaise with other hospitals/organisations
Manage diary/time management simultaneously to ensure smooth flow of different specialty practices.

General

Action x-ray / pathology results promptly by referring to key Trust departments and ensure they are made available for the patient’s next appointment.
Request x-ray films to aid patient management as advised by the Consultants.

Data Administration

To enter data and text correctly, identify errors and amend in accordance with organisational procedures.
To achieve all data input within agreed Trust deadlines.
To use E-mail and case note tracking systems as an aid to communication.
To be responsible for ensuring patient confidentiality and security of data in accordance with organisational requirements and the Data Protection Act.

Enquiry Handling/Customer Care

Respond to callers and/or visitors promptly and courteously, identifying their needs, providing information or referring them as appropriate to the relevant discipline.
To adopt methods of communication and support which are suited to the needs of the visitors and/or callers.
To acknowledge difficulties in communication or in providing support and seek help as appropriate.
To handle enquiries regarding inpatient or outpatient waiting list queries, and where necessary expediting any admission information concerned with a hospital stay.
To follow established procedures and demonstrate appropriate behaviour in dealing with awkward or aggressive visitors and/or callers.

Person specification

Qualifications

Essential criteria

GCSE standard of education or equivalent with at least 5 Grade C’s or above to include English Language and Maths
Understanding of confidentiality & Data Protection within NHS

Experience

Essential criteria

Planning and attention to detail
Experience of working in a busy office environment

To provide a comprehensive secretarial service to manage the private practice delivered by Consultants. To ensure that Trust standards are adhered to in relation to all documentation and data input concerning patient appointments and treatment.
In conjunction with the Consultants manage administratively the efficient operation of theatre list management.
To assist at outpatient clinics, booking in patients and taking payments.
To have a flexible approach to working patterns in the event of gaps in service due to staff annual leave or sickness.
Working as part of a team you will provide a high quality and courteous service to patients, clinicians and colleagues whilst working to strict deadlines. Prioritising workload to link in with multiple consultant timetables. To reconcile and keep the financial reporting up to date. To input data accurately into our practice management system MIDEXPRO.

To provide administrative and secretarial support to Consultants in the management of their private practice.
To plan and organise own work schedule with the use of appropriate planning aids, demonstrating good time management and an ability to cope with the unexpected.
To obtain and organise information in support of own work activities, maintaining confidentiality in accordance with Trust policies & procedures.
To ensure that secure systems are in place for the storage of all resources including computerised information.
To promptly open incoming mail, linking it to relevant records. On receipt of referral letters, ensure they are correctly date-stamped and recorded in the office after liaison with the appropriate Consultant.
To set up and maintain effective filing, bring forward and retrieval systems.
To transcribe from audio and long hand, drafts of documents such as outpatient clinic letters etc.
To develop and maintain effective working relationships with other staff in the Parkside Unit and throughout the Trust and other Private Healthcare facilities ensuring that a professional and seamless service is provided.
To maintain special follow up procedures, arranging appointments for patients when required and notifying the patient of their appointment date.
When requested, identify and access information sources correctly, supplying the information in an appropriate format and within required deadlines.