Senior Medical Secretary
7 months ago
**Key Duties**: Receive and sort the incoming mail, taking prompt action as appropriate with the freedom to act as agreed within Consultant guidelines. This includes recognising the need to bring any letters or investigations directly to the Consultants attention, prioritising and also preparing the necessary steps to facilitate a speedy patient pathway. Undertake medical shorthand/digital dictation/copy typing duties to include the generating of patient letters to GPs and other official correspondence as agreed with the Consultants using a range of computer software. Arranging any necessary follow up appointments, further treatment or investigations.
Process all new and follow up appointments within the Biochemistry Department ensuring clinic sessions are managed appropriately and RTT waiting list targets are adhered to. Responsible for checking patients aware of diagnosis and reason for referral before the clinic appointment is sent out. Maintain and manage diaries for the Consultant Chemical Pathologist and Clinical Scientists. Arrange and expedite urgent investigations as per protocol, taking any necessary follow up action as agreed with Consultant and filing/scanning appropriately.
**Freedom to act when**: retrieving investigations whilst awaiting the hard copy to speed up patient treatment and read reports and action appropriately to speed up patient treatment Liaise directly with wards and treatment areas regarding treatment schedules for patients. Deal with patient queries of a particularly sensitive nature (including complex clinical queries) and refer on as appropriate, acting as the first point of contact for distressed patients and relatives giving accurate and efficient information in a manner that will alleviate immediate worries and concerns. This can involve giving considerable emotional support to patients and their relatives, making the position vulnerable to stress. Accept enquiries from clinicians, GPs, Health Service and Social Services personnel, other hospitals, voluntary agencies, patients and their relatives, dealing with each enquiry in a timely manner through to resolution, whilst respecting the confidential nature of the information.
Input accurate data onto the computer Patient Administration System (OASIS) and provide accurate and up to date information relating to waiting lists and clinics. Provide accurate information as required for RTT, diagnostic targets. Follow up, collate and present diagnostic and therapeutic reports to Consultants and other medical staff, subsequently scanning in the patients notes. Ensure that Trust case notes are up-to-date and accurate by actively participating in the scanning of patient related documentation at the earliest opportunity.
Update and maintain all patient notes within the Department making sure all details are stored within the electronic Trust Notes. Pivotal in prioritising and organising Consultant, Specialty Doctor and Registrar workloads. General Duties: Providing a full secretarial service to the Consultant Biochemistry team but being designated secretary to the Consultant Chemical Pathologist. Arranging meetings and maintaining diaries.
Typing letters and other general correspondence and generating own correspondence as agreed. Maintaining filing systems and use of photocopier and fax. Receiving and making telephone calls to Consultants and GPs, within the Trust and in other areas, providing a first point of contact on behalf of the Consultants. Giving out Biochemistry/Haematology reports over the telephone (if requested) to Consultants, General Practitioners and other agreed healthcare workers.
Due to the complex wording and nature of the reports, this requires a high level of understanding and interpretation, and is only undertaken by Band 4 and above. Bringing to the Consultants attention any outstanding or urgent reports that are needed for Outpatient appointments/ MDTs etc. Ensuring that laboratory staff are informed of specimens that need to be held pending further work specialist opinions, medico-legal cases etc. so that such specimens are not disposed of.
Providing cover for other secretarial staff at times of annual leave and sickness. Using the hospital Oasis and EZ notes computer systems to look up patient demographic information to ensure accurate booking in of specimens and to correct omissions and errors on histology booking in. Using the hospital case-note tracking system if necessary. To be able to use PAS systems to arrange and identify patients appointments, supporting booking administrator and to accept enquiries from clinicians, GPs, Health Service and Social Services personnel, other hospitals, voluntary agencies, patients and their relatives.
To undertake any other duties as may be required as appropriate by the Consultant or the Directorate Support Manager in accordance to the needs of the service. To follow departmental policies and procedures. Maintaining a high degree of confidentiality at all ti
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