Medical Secretary
5 months ago
The Surgical Care Group is searching for a pooled support secretary. We are looking for an enthusiastic and positive person to help provide support to the service lines, consultants and wider medical teams.
This is an excellent opportunity for anyone who wishes to develop their experience and skills within an administrative role. The post holder will work alongside a wider admin staff group. The successful applicant must be able to demonstrate accurate audiotyping skills as they will be responsible for typing up clinic letters. They should also be conversant with a variety of computer packages and have experience of patient management systems. Previous demonstrable experience in an administrative role within the NHS is desirable.
Please note this will be a hybrid role - working on site and at home.
**Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.**
To provide a comprehensive administration service within the Surgical Care Group. Supporting the Service Lines to provide secretarial support to the Consultants and wider medical team in an efficient and timely manner.
This post is part of a professional multi-skilled team working within the Surgery Care Group and will work across a number of specialities as required to support administrative workloads.
PRIMARY DUTIES & AREAS OF RESPONSIBILITY
1. Operating under the supervision of the Care Group Coordinator and relevant Clinical Admin Manager to set weekly working expectations.
1. Using digital dictation technology to ensure clinic letters, medical reports and letters to outside agencies are typed within an appropriate timeframe and are distributed onto the receiver.
1. Responsible for the secretarial service to the specialities within the Surgery Care Group.
1. Exchange verbal communication either face to face or over the telephone with patients who could be distressed position and be able to communicate in a calm, caring manner.
1. Take appropriate actions with regards to telephone calls and written communication from patients, staff, GPs and other agencies using initiative within Trust guidelines.
1. Communication with other professionals, GPs and other agencies regarding appointments, meetings, questionnaires and admission.
1. Prioritise own workload including typing of clinics and MDT meetings. Analyse and resolve patient problems using your own judgement.
1. Undertake routine office duties including note tracing, photocopying, filing of correspondence and results and maintenance of records as required.
1. Be versatile and adaptable to the demands of the team. Work without supervision and use initiative when working assist with problem solving.
1. Ensure all hospital case notes are traced into and out of the department accurately on IPM. Obtain/forward case notes to/from other Trusts as and when required.
1. Ensure effective communication with all members of a multi-disciplinary team.
1. Collate results with patient case notes, ensuring that they are seen and actioned promptly by the relevant clinician in accordance with Trust Policies.
1. Weekly tracking of the service lines patient pathways, including review of the RTT PTL. Ensuring patient’s waiting list comments are up to date. Escalating to line manager any concerns.
1. Ensure that clinic follow up administration is actioned as appropriate, i.e. outpatient telephone appointments, Multi-Disciplinary Team Meeting, investigations, and patients to telephone waiting list as appropriate.
1. Provide support in respect of clinical audit responsibilities including yearly record keeping audit, collect data, analyse data and collate an action plans.
1. Ensure patient questionnaires are completed correctly during outpatient appointments and if necessary adjust clinic times to improve effectiveness of service and ensure national standards are met
1. Ensure recording of details and in house data capturing is up to date and correct and adhere to the Trust policies
1. Update information on database within the service in accordance with Trust policy.
1. Ensure clear, accurate and concise records are kept for research projects in accordance with all regulatory requirements including the Data Protection Act.
1. Be responsible for liaising with the peripheral hospitals, admin and clinical teams to ensure all patients seen by the Consultants are registered on IPMS and treated in a timely manner.
1. Ensure clinical staff are aware and competent in the administration process within the clinical systems.
Person SpecificationKnowledge & Experience
Essential
- Demonstrable experience of audio transcription and Microsoft software packages
- Excellent organisational skills
Desirable
- Demonstrable secretarial experience
- Demonstrable experience of hospital software including iPM and PTLs
**Qualifications**:
Essential
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