Medical SecretaryinWakefieldinWakefieldPUBLISHED TUE 18 MAR 2025
In this role, you'll handle a range of administrative tasks, from managing patient phone calls and scheduling appointments to maintaining accurate records and coordinating clinical documentation. Your empathetic approach will help you address and resolve patient queries, all while ensuring that we meet our service targets and standards. This position offers not only the chance to develop your professional skills but also to contribute to the wellbeing of our community. If you’re motivated, self-sufficient, and possess a passion for helping others, we’d love to hear from you!
We are looking for a full time Band 3 Medical Secretary to cover Maternity Leave. This will be for a period of 7 months.
The post-holder will be required to provide a comprehensive secretarial service relating to NHS work for the clinical team in the department in accordance with Trust policies and procedures.
The Medical Secretary provides a link between the trust, the patient and their GP for patients/carers and other health care professionals. They will provide a comprehensive, efficient, and responsive administration service to the medical and nursing staff and their team
The post holder will be working as part of the Urology Investigation Unit Administration Team, they will understand the service requirements, and an appreciation of the concerns and queries of patients and carers.
This post requires a self-motivated and professional individual with the confidence and ability to work on their own initiative or as part of a team within standard operating procedures
Admin duties on Each UIU
Taking patient phone calls
Attending clinics
Adding patient to Camis
Waiting list cover
Admitting and discharging from Waiting list clinics
About us
To ensure post addressed to the consultant/clinical team is promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail.
Act as a focal point for the clinical team. Provide a friendly and professional service, deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with GPs, other hospitals, patients, internal medical/non-medical staff and medical/non-medical external staff by a variety of means i.e. face to face/phone/e-mail/letter/faxes on a daily basis.
Assist clinicians with administrative tasks, e.g. utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner in line with service specific standard operating procedures.
To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators.
To request, cancel and re-arrange appointments when necessary.
Frequently receive and respond appropriately to telephone and personal enquiries from patients, relatives, GPs, other consultants and external bodies, referring enquiries to the consultants / clinical team where necessary. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/ empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints.
Prioritise and ensure clinical investigations are acted upon appropriately and timely, within standard operating procedures and meeting KPIs.
Accurate recording of all paper/computerised patient records, updating and amending information timely and within standard operating procedures.
Undertake routine or ad hoc data validation as directed.
Preparation of documentation for MDTs
Accurate addition of patients to the waiting list ensuring any relevant notes recorded.
To provide advice to patients with matters relating to their admission (pre and post guidance) and regarding their position on the waiting list.
To plan multiple procedure lists up to six weeks in advance, using clinic knowledge, medical terminology and information to meet the patients 18 week, diagnostic, cancer and/or 28 day rescheduling targets.
Ensure that with effective planning and organisation the procedure lists are utilised to their maximum capacity, replacing short notice cancellations, organising specific clinical staff.
Identify and escalate in a timely manner to the waiting list Team Leader any requirements for additional capacity
Prioritise own workload on a daily basis while recognising when it is appropriate to escalate to the Team Leader
Keep an up to date and accurate record of patient case notes entering and leaving the department. Sourcing and distribution of case notes to other departments and hospitals e.g. File Tracker/relevant IT system.
Undertake typing of medical correspondence using copy, audio tapes and relevant IT systems to a high and accurate standard. This may include clinic letters, medico-legal reports and other administrative work.
Keep appropriate statistical records/information as and when required for the clinical team for audit purposes. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases.
Responsible for the receipt of referral letters with timely input onto the computerised IT Systems and ensuring that all patients demographic information is recorded accurately in order to arrange outpatient appointments for clinics in accordance with service specific requirements.
To be responsible for ensuring copies of correspondence are stored in the patients records in accordance standard operating procedures.
To attend meetings and appropriate Committees to provide secretarial support by taking minutes and arranging meetings, as and when required. This could include support to Consultants in their special interests role(s), eg Clinical Tutor, Child Protection, etc.
To be responsible for the confidential management of patient records and ensure that all documentation is returned to the appropriate department timely within standard operating procedures.
To be responsible for the preparation of patient records for admission, transfer and discharge in a timely manner as and when required.
The post holder will give relevant assistance and training as and when required to support all colleagues.
To carry out general administration duties and provide clerical assistance, as required.
To send and receive faxes in a safe haven environment as per Trust policy.
Ensure that all Hospital records are tracked and booked using the Trusts File Tracker computer system, or other relevant IT system.
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