Medical Secretary - ENT inCoventry inCoventry PUBLISHED
TUE 10 DEC 2024
The role of Medical Secretary - ENT at University Hospitals Coventry and Warwickshire NHS Trust involves providing specialized, confidential, and patient-centered clinical administrative support to the Surgical Services team. This includes managing patient documentation, ensuring timely communication and coordination between various departments, and maintaining efficient office management systems. The position requires effective collaboration with booking and access teams, theatre and diagnostic teams, and oversight of support secretaries in administrative tasks.
Key responsibilities include organizing patient care in accordance with local and national policies, handling patient inquiries, booking appointments, and managing the consultant's schedule and correspondence. The role also requires responding to patient complaints and ensuring compliance with Trust policies, while utilizing hospital systems for managing workloads and facilitating patient pathways. The successful candidate will prompt effective communication within the team and with patients, with the objective of optimizing patient care services and ensuring full utilisation of clinics and theatres.
Key responsibilities include organizing patient care in accordance with local and national policies, handling patient inquiries, booking appointments, and managing the consultant's schedule and correspondence. The role also requires responding to patient complaints and ensuring compliance with Trust policies, while utilizing hospital systems for managing workloads and facilitating patient pathways. The successful candidate will prompt effective communication within the team and with patients, with the objective of optimizing patient care services and ensuring full utilisation of clinics and theatres.
To provide a specialised, comprehensive and confidential patient centred clinical administration and secretarial service to the Surgical Services team in accordance with Departmental, Trust and National standards, policies and procedures. To act as a source of advice and guidance regarding the specialism for patients.
- To act as a senior point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is
- To ensure, wherever possible, that all clinical documentation is up-to-date, in an orderly fashion and available whenever clinical decisions are being made, reporting exceptional circumstances where necessary. This will require: effective collaboration with all relevant personnel to maintain an efficient administrative system; prompt transcription, manipulation and distribution of appropriate
- To ensure the effective organisation of all patients under the care of the consultant and his/her team in accordance with Local and National policy and targets. This will require effective collaboration with: the Booking Centre and Patient Access team to ensure the waiting list is up-to- date and accurate at all times; Outpatient Access team and General Managers to monitor the utilisation and effectiveness of outpatient clinics, ensuring that established Patient Access Policy and procedures are adhered to; Theatre, Diagnostic and Ward teams to ensure that the elective care pathway for all patients is seamless and sensitive to their needs.
Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
About us
- To maintain an efficient office management system/procedures to enable the consultant and his/her team to optimise their patient care services. This will require: effective management of the consultants time, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel, arranging meetings/events, composing and transcribing minutes proactively ensuring action points are raised and completed, preparation of correspondence and reports; effective management of the consultants office by establishing and maintaining efficient manual and electronic correspondence and documentation management systems; ensuring office equipment and stationery levels are maintained, processing orders as required and tracking patients through their pathway from initial referral to discharge.
- To support team members. This will require: demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times; providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where
- Provide oversight to the Support Secretaries for associated administrative activities, such as patient bookings, appropriate documentation and typing, with local training.
- Use of hospital systems, including IPM, CRRS, Opera, Winscribe and from June 2024, EPR, to effectively manage workload and RTT patient pathways.
- Liaise with patients over the phone for clinics, theatre bookings and general queries, providing feedback to Consultants and Admin Manager team for any urgent matters. Ensuring clear lines communication and correspondence in line with Trust policies and procedures.
- Responding to patient complaints and providing follow-up actions for any outcomes required to the PALS team and senior management.
- Will provide a key function in the booking of Outpatients follow-up appointments and short notice theatres, tracking the patient through the processes as part of managing their Consultants Waiting List.
- Responsibility for typing of routine and urgent letters where appropriate, linking in with clinicians for any queries and for following up on verification.
- Complete Trust Mandatory Training and keep up-to-date for all modules.
Key Result Areas and Performance
- Ensuring theatres and clinics are fully utilised to 100%
- Ensuring quick turnaround of PALS complaints
For further details please see the attached job description.
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The National Health Service (NHS) is a cornerstone of healthcare in the United Kingdom, established in 1948 with the simple yet profound principle of providing healthcare to all citizens, free at the point of use. This revolutionary system aimed to ensure that access to medical services would not depend on an individual’s financial situation, a concept that has since become fundamental to British societal values. Learn more...
Useful skills for a Medical Secretary - ENT:
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To work as a Medical Secretary in the UK, you should possess a combination of technical, administrative, and interpersonal skills. Here are the key skills and qualifications that are often required:
Essential Skills:
1. Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and keep track of appointments, medical records, and correspondence.
2. Communication Skills: Strong written and verbal communication skills to interact with healthcare professionals, patients, and other stakeholders.
3. Computer Literacy: Proficiency in using Microsoft Office (Word, Excel, Outlook) and medical software (like NHS systems, EMIS, or SystmOne).
4. Typing Skills: Fast and accurate typing skills are essential for transcription and data entry.
5. Attention to Detail: Accuracy is critical when handling patient records, medical documents, and databases.
6. Confidentiality Awareness: Understanding of patient confidentiality and data protection laws (e.g., GDPR) to ensure sensitive information is handled appropriately.
7. Knowledge of Medical Terminology: Familiarity with medical terminology, procedures, and anatomy to understand documents and communicate effectively in a healthcare environment.
8. Customer Service Skills: Ability to assist patients and address their inquiries empathetically and professionally.
9. Teamwork: Ability to work within a multidisciplinary team and collaborate with healthcare professionals.
10. Problem-Solving Skills: Capacity to handle issues that may arise and find solutions quickly.
Qualifications:
- Education: A minimum of GCSEs in English and Maths is usually required. A qualification in business administration or medical administration can be advantageous.
- Experience: Previous experience in an administrative role, especially in a healthcare setting, is beneficial but not always essential.
- Professional Development: Consider obtaining certifications related to medical administration or secretarial work to enhance your qualifications.
Additional Skills:
- Time Management: Ability to manage time effectively and meet deadlines.
- Adaptability: Flexibility to handle changing workloads and environments in a busy medical practice.
- Knowledge of NHS Protocols: Understanding of NHS procedures, policies, and regulations can be helpful.
Conclusion
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