Medical Secretary
3 weeks ago
An exciting opportunity has arisen for an experienced Medical Secretary to provide secretarial and administrative support within the Ophthalmology team at Singleton Hospital. This post is part time 37.5 hours a week.
To provide a comprehensive, high quality medical secretarial and administrative service to the consultant their medical team and specialist nursing teams, and other health professionals. To co-ordinate and maintain arrangements to facilitate the patients progression along a defined pathway. To maintain the office organisation and monitor the workload related to the administration team.
This is an excellent role for a team player with a flexible approach to work and a proven ability to multi-task. Due to the varied nature of the job, adaptability is essential.
The post holder will provide an expert administration service to the clinical specialty and its associated work streams. The post holder will support the consultants, junior medical staff and other health professionals with the creation of best practice and processes, supporting diary management, co-ordination of workload and of appointments and admission related information for patients and carers.
The post holder will ensure all administration duties relating to the patient pathway are adhered to and will co-ordinate and maintain arrangements to facilitate the patient's progression along a defined pathway, using understanding of work procedures own experiences and practices.
Using own knowledge and experience the post holder will maintain and improve the office organisation and will delegate and monitor the workload related to the administration team
The post holder will monitor and review patient forms /details and items pending further action, to ensure that outstanding responses and information are finalised.
Collect and collate information relevant to the patient and the service, for example waiting times, RTT, DNA/CNA statistics, backlog and length of stays as well as delayed transfers of care and will report on statistics as directed by the line manager.
Reflect and evaluate practice and make suggestions to improve working practices to enhance service delivery.
Improve own performance and teams' performance by supporting change to procedures and service developments.
The post holder will be responsible for reviewing the standard operating procedures and will implement and support colleagues on these, making judgements requiring a number of options, using experience from in depth knowledge of the role and broad skill base related to their practice.
Responsible for capturing and transmitting information using electronic communication media, working to agreed protocols and standard operating procedures within each speciality working autonomously.
The post holder will process documents accurately and efficiently using digital dictation, analogue dictation and as directed by the clinician and will demonstrate self-directed development and practice of patient administrative systems, whilst undertaking tasks that will require the individual to exercise judgement and expertise.
Responsible for informing and updating the team with relevant information, making self and others aware of data related to tasks and activity.
Will plan own time to ensure that patient pathway administration is a priority ensuring the patient pathway is followed through to completion.
Monitor, share and coordinate workload for the team as necessary with the aim to reduce delays and backlogs when appropriate.
Provide support and guidance to medical secretaries and support in accurate data entry in the Patient Administration Systems.
When required arrange meetings and associated paperwork, taking and transcribing minutes, distributing agendas, paperwork and approved minutes effectively in a timely manner.
Performing, administrative tasks the post holder will have the responsibility for safe use of equipment and resources used by self or others (e.g. will report any defects in equipment through the IT Helpdesk Service)
Communication Customer Service Skills
The post holder will have excellent communication skills and will be empowered to make decisions in line with service level agreements, policies and key performance indicators.
The post holder will act with an efficient, professional and friendly manner to ensure that the patient, relative, colleague receives an effective and efficient service, advising on access to and use of services.
The post holder will accurately produce statistical reports for example clinic/theatre/waiting lists, and ratio of new to review patients, as required and ensure quality of data throughout.
The post holder will have the ability to prioritise and manage a number of conflicting requirements and to work autonomously with significant discretion within a defined set of parameters. Making own decisions on how best to achieve expected results to meet key performance indicators and service level agreements.
The post ho
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