Additionally, the Medical Secretary will play a vital role in training new staff, facilitating appointments and referrals, and ensuring compliance with Trust policies. The ideal candidate should possess strong organisational skills, sensitivity in patient interactions, and proficiency in administrative tasks, including typing correspondences and maintaining accurate medical records. Collaboration with various stakeholders and the ability to identify areas for service improvement are also essential components of this position.
Our Medical Secretary will provide comprehensive and high quality secretarial, administrative and clerical support to the Rheumatology department ensuring an effective and efficient service is delivered.They will support the Admin Team Leader to undertake change management andensure that patients are treated with courtesy, dignity and respect.
They will work with very little supervision, prioritising and managing their own workload on a day to day basis.
o Ensure all results of tests and investigations are tracked effectively, shown to the relevant consultant promptly and to undertake appropriate action as instructedo Independently deal with patient/carer telephone calls and enquiries in an efficient, sensitive and confidential manner, exercising judgement to analyseand resolve any problems and referring on to the clinician as appropriateo All clinic outcomes must be recorded accurately and complete or amend any that have not been doneo 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 otherso Ensure that arrangements regarding medical staff leave and coverarrangements are circulated appropriately and that clinical activities areamended accordinglyo Taking and transcribing formal minutes if requiredo Open and act on correspondence received and bring to the attention of the clinician along with the medical noteso 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 departmento Plan and organise own workload efficiently and to highlight any concerns to the Admin Team Leadero Produce and update Standard Operating Procedures (SOP) for all aspects of the Medical Secretary role
About us
To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GPs and other external agencies This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care
To review discharge summaries and ensure investigations/appointments are booked appropriately
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 support any Secretarial Assistants within the department in their role and ensure compliance with Standard Operating Procedures
To communicate effectively in writing and verbally on a daily basis
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 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 rheumatology team as required to ensure optimum efficiency of the department
To identify areas for service improvement and support implementation
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
Minute taking in admin team meetings where deemed appropriate
Compilation of staff meeting agendas
Diary Management of specified clinical staff
Action clinic changes making sure that all clinic forms have been actioned appropriately
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