Band 4 Medical Secretary
5 months ago
Medical Secretarial service to the Consultant Community Paediatrician and the team of junior doctors. This requires a sound knowledge of medical terminology. Typing of all correspondence, e.g. clinic letters, medical reports, discharge letters and presentations using Microsoft packages such as Word and PowerPoint, if requested. Receive telephone calls and act as the point of reference for parents, Health Visitors, School Nurses, General Practitioners, Social Care Services, Police and the Education Department and other service users, liaising with the Consultant and other doctors as necessary. Receive telephone calls from parents and special schools requesting repeat prescriptions, ensuring the Consultant has relevant up-to-date notes to write up the prescription and follow the identified local procedure. Type clinic letters for the Consultant and medical team, using digital dictation, forwarding requests for investigations, (e.g. EEG, X-Rays, blood tests), filing results and correspondence. To provide an efficient and comprehensive secretarial service to consultants and supporting teams. To work collaboratively with other medical secretarial colleagues to ensure clinical correspondence is produced and distributed within acceptable and agreed timescales. The post holder will carry out his/her duties in such a way as to make a direct and positive contribution to the organisation of the work.
Type clinic letters for the Consultant and medical team, using digital dictation, forwarding requests for investigations, (e.g. EEG, X-Rays, blood tests), filing results and correspondence. Type and prioritise reports to Social Care Services/Police Statements on children seen for Child Protection Medicals, liaising with solicitors and Guardian ad Litem, as requested. Some letters or reports may be of a sensitive and sometimes upsetting nature due to their content to deal with sensitive and sometimes complex inquiries from Patients, to exercise tact and give suitable non clinical support in the absence of the Doctor. Deal appropriately with incoming post, drawing urgent letters and laboratory reports to the Consultant’s attention. Prioritise workload independently, identifying urgency, highlighting problems and taking appropriate action to prevent or solve problems, without supervision. To support, supervise and be involved in the training of junior administrative staff. Ensure adequate tracking of medical notes, both in and out of the centre and take the necessary measures to ensure the security of the information contained within these. Ensure the weekly return of the Medical Team’s activity to the Central Booking Centre.
We provide community and specialist services within Birmingham and the West Midlands. We deliver over 100 clinical services, out in peoples homes and in over 300 hospitals, health centres and clinics. We provide services for adults, children, people with learning disabilities, those with rehabilitation needs and also dental services.
- It is essential that the post holder should exercise initiative commensurate with the role and that confidentiality is maintained at all times. To be conversant with Microsoft Office and Outlook, ensuring mail is read and acted upon on a daily basis.
- The post holder will utilise a patient administration system (Rio) and any other information relevant system(s) as required. To ensure all relevant information entered/held is both accurate and up to date at all times, alerting the Admin and Support Services Manager to any information governance issues.
- Access the outsourcing system, used for outsourcing of correspondence, on a daily basis, ensuring that the Standard Operating Procedure around the use of the outsourcing system is adhered to.
- Diary maintenance (electronic and/or manual) on behalf of the Consultants, to include the arranging of meetings, both internal and external to the Trust and attend meetings to produce minutes, if requested.
- Ensure that training is attended, when required, to enable new electronic systems (i.e. patient care records, electronic staff record) to be updated and maintained.
- To minimise the Trust’s environmental impact wherever possible, including recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel. Where the role includes the ordering and use of supplies or equipment the post holder will consider the environmental impact of purchases.
- To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.
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