Administrator/medical Secretary

1 week ago

Torquay, Torbay, United Kingdom Torbay and South Devon NHS Foundation Trust Full time
To provide comprehensive and high quality secretarial, administrative and
clerical support to the Weight-Management department and Diabetes/Endocrinology
services ensuring an effective and efficient service is delivered.
To support the Admin Team Leader to undertake change management.
To ensure that patients are treated with courtesy, dignity and respect.
The most rewarding part of this role is providing a high standard of administrative
assistance to clinicians, patients, carers, relatives, outside agencies and the overall
team ensuring they are all well supported.
The post holder works with very little supervision, prioritising and manging their own
workload on a day to day basis.


To ensure all results of tests and investigations are tracked effectively, shown to the relevant consultant promptly and to undertake appropriate action as instructed.


To independently deal with patient/carer telephone calls and enquiries in an efficient, sensitive and confidential manner, exercising judgement to analyse and resolve any problems and referring on to the clinician as appropriate.

All clinic outcomes must be recorded accurately and complete or amend any that have not been done.
Clinical diaries (both paper and electronic) are to be maintained and checked against the published timetables.

To ensure that arrangements regarding medical staff leave and cover
arrangements are circulated appropriately and that clinical activities are
amended accordingly.

To open and act on correspondence received and bring to the attention of the clinician along with the medical notes.

To 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 department.

To plan and organise own workload efficiently and to highlight any concerns to the Admin Team Leader.
To produce and update Standard Operating Procedures (SOP) for all aspects of the Medical Secretary role.

This is a hybrid role within the Diabetes and Endocrinology Department and Weight-management service based in Torbay Hospital, Hengrave
House.

We work as a close multi-disciplinary team which consists of Consultants, specialist nursing staff, specialist dietitians, specialist psychologists, exercise specialists, administrative team, Specialty Doctors and Specialist Registrars.

We carry out assessment, investigations and treatment of patients who are referred to the team through a variety of pathways including their GP, self-referrals, Torbay Healthy Lifestyles etc, where patients can be seen within the service for anything between six and twelve months and those who may go on to for bariatric surgery.

This administrator role oversees the whole pathway for patients on their weight loss journey from first referral, through multi-disciplinary discussion to possible bariatric surgery.

The successful applicant will be responsible for recruiting patients into an
assessment clinic, arrange weigh-ins, book patients into a six month weight
management programme and record outcome details that allow for data collection, as required by NHS England.

To work closely with all grades of clinical and administrative staff, along with other employees within the Trust.

To liaise with patients, GP's 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 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 Diabetes and Endocrinology team as required to ensure optimum efficiency of the department.
To identify areas for service improvement and support implementation.
To comply with the Trust's Patient Access Policy and Standard Operating
Procedures.
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 s

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