Medical Secretary

3 weeks ago

StocktononTees, United Kingdom North Tees and Hartlepool NHS Foundation Trust Full time

The Healthy Lives Administration team, based in the University Hospital of North Tees, are looking for a motivated and enthusiastic Medical Secretary to provide support to clinicians and associated staff to support in the daily operational functions of the service.

The post holder will have GCSE at level C or above in Maths and English Language, typing or word processing at RSA 11 or equivalent, AMSPAR advanced diploma for Medical Secretaries Level 3 or equivalent, NVQ level 3 in Business Admin or equivalent.

The post holder will demonstrate secretarial experience in a healthcare environment, knowledge of medical terminology and audio or transcription systems

Under the direction of the Administration Service Lead and Senior Administrator, the post holder will:

- Use appropriate technologies and equipment to provide an efficient, effective and comprehensive secretarial and administrative service to a number of clinicians and associated staff.
- Ensure all urgent work is completed within the specified timescales with escalation to appropriate levels of staff when required.
- Oversee the work of support staff in their work area, giving direction and guidance as and when required, reporting any issues to the Senior Administrator

At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.

We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition - a note of thanks, Managers Awards, Shining Stars and Service Awards.

We recruit for values and “Together we are North Tees & Hartlepool”

Provide a comprehensive secretarial and administrative support service to clinicians and their associated staff, following all relevant operational policies, procedures and work practices, to ensure the timely processing of all patient related information, including clinic letters, reports, referrals, appointments etc.

Organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met

Preparing agenda’s, inviting attendees, taking and typing minutes of meetings.

Typing of Urgent and Complex documents, i.e. emergency health care plans, discharges, clinic letters, reports, arranging DNAR etc. for clinicians using appropriate technologies and processing as directed.

Maintain the electronic diaries of clinicians, organising meetings, study leave, annual leave, etc, using appropriate technology.

Organise ‘out of clinic’ appointments (debriefs) with consultant and booking meeting room as required. Meeting patients on arrival and directing to booked meeting rooms. Chase up any results with RVI relating to these appointments.

Arrange Covid testing if applicable and inform patients of appointment.

Oversee return of ICE results for consultants, alert for any abnormal results to clinicians, missed tests.

Arrange for any further investigation requests, second opinion forms, prescription requests etc. are communicated to the correct dept / clinician, ensuring the requests are recorded in the patient record immediately and documents are sent in a timely manner to the required recipient, and scanned into the patient record.

Daily completion and monitoring of the CQRG Child Medical Assessment spreadsheet, typing urgent child protection reports, following all relevant operational policies, procedures and work practices, to ensure the timely processing of all patient related information and escalating where required.

Ensure clinic outcome letters have been dictated the same day for each patient listed on a clinic and for patients who have received a telephone consultation. Confirm that the dictations are available for transcription within the required timescales and ensure any missing clinic letters are highlighted to the appropriate consultant to dictate, with escalation to the senior leads where required. Daily completion and monitoring of the compliance form and related spreadsheet.

Oversee clinic lists, ensuring that clinics are cancelled when consultants are not available, seeking agreement from clinicians to make amendments to clinic lists (i.e. cancelling and overbooking patients) and re-instating / amending clinician’s rotas where appropriate.

Check and verify theatre lists where appropriate, maintain theatre books and manage admission lists, liaise with the booking office.

Deal with queries from service users including other Trusts, GP’

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