Cardiology Secretary

Be responsible for ensuring that patient pathways progress in a timely manner in order to meet required target dates in conjunction with the pathway co-ordinator. Manage and communicate clinic changes including setting up additional clinics, changing, moving or cancelling clinics depending on clinician availability and/or service need. Have an overview of all absences to identify sufficient clinic cover and capacity utilisation. Conduct a monthly forward look review with clinicians to ensure that all availability is accurate and any changes are acted upon in a timely manner.

Support the 18 week patient pathway by providing timely information to the medical 18 week team on a weekly basis on all tiers, 1, 2 and 3 as requested. This will involve the typing of outstanding letters on Big Hand, chasing approvals, chasing results/test/investigations and ensuring clinicians action to enable 18 week query to be reported on. Have an overview of timescales for best practice tariffs to ensure that all patients receive timely appointments. Maintain electronic diaries for the team, make appointments, plan and organise arrangements within the office.

This will necessitate the post holder being able to prioritise. Ensure all correspondence for clinicians including clinical letters*, medico-legal reports, results, meeting minutes, IPRs are typed and dispatched promptly. *The post-holder will be required to support the medical transcription team by typing clinic letters for an agreed number of hours each week. During periods of high demand, secretaries will type departmental letters highlighted by clinicians as urgent.

Departmental secretaries will ensure that all actions are completed in a timely manner and typed letters are printed and dispatched promptly. To print off all inpatient urgent referrals from ICE and ensure that clinicians are aware the day they are received and that they are actioned and reported on the same day Access systems for eReferrals and Advice and Guidance and liaise with the Outpatient Department to ensure that referrals are triaged and queries are answered by a Consultant in a timely manner. At the request of clinicians arrange any procedures required. Scan documents to Evolve as necessary.

Undertake audit work as required. g. collection, checking and interpretation of statistical data and departmental information where appropriate. This includes the maintenance of databases and provide reports from these as required Order and maintain non stock equipment and stationery for the office.

Organise and support regular/ad hoc meetings including business, clinical, educational and patient support group meetings. This will involve arranging the venue, equipment and catering and taking minutes if required. Occasionally meetings will be out of normal working hours (e.g. Joint Cardiology Cardiothoracic MDT meeting).

Implement policies for own area/office/department. Ensure that the administration function within the department is appropriately staffed at all times to ensure the smooth running of the department. Support senior staff with recruitment efforts within the Cardiology department. This may include liaising with recruitment, preparing paperwork.

Booking interview rooms, ensuring facilities are available to support any presentations/tests which form part of the interview process and acting as a runner on the day. Induct/train new departmental staff, including taking all new starters through the local induction booklet, arranging security badges, car parking, IT training etc. Advise junior staff of work pattern and inform regarding departmental policies/procedures. Ensure that the departmental webpage and intranet page are kept up to date.

Carry out any reasonable work requests to meet the needs of the service