Medical Secretary

5 months ago

Warrington, United Kingdom Warrington and Halton Teaching Hospitals NHS Foundation Trust Full time

To carry out secretarial and administrative duties to provide an efficient and effective medical secretarial service to the Women’s and Children’s Services CBU, including the designated Consultant(s), junior medical staff and multidisciplinary team.
- To provide a full medical secretarial service as required and be first point of contact for the Consultants and their teams. To cross-cover across both sites and across specialties as and when required.
- To type back (within agreed Trust timescales and guidelines), from digital/audio dictation, outpatient letters, discharge letters, general correspondence and reports. Despatch signed letters and return casenotes to Medical Records Library promptly.
- To maintain a diary for the Consultant(s) and arrange/remind Consultant(s) of appointments/meetings. Meet and greet visiting personnel to the Department/Consultant/Teams.
- Answer telephone queries and provide non-clinical advice regarding patient care and appointments/ admission to patients, Trust staff, referring GPs and Consultants.
- To facilitate provision of information relating to appointments and admissions to patients as necessary.
- Operate a ‘bring forward’ filing system for investigations/results, using the Hospital Computer system. Show investigation reports to medical staff, take action as instructed and file in case notes.
- Provide ad-hoc retrieval of medical records/x rays relating to patient/Consultant/GP queries and requests as required. To ensure case notes are tracked in accordance with Trust Policy.
- To show all new GP referral letters to the Consultant and/or liaise with appropriate appointments staff/admissions staff.

Warrington and Halton Teaching Hospitals NHS Foundation Trust is a caring and compassionate organisation that is both ambitious and innovative. We are committed to delivering the best outcomes for our patients and providing a positive experience of our staff. We aspire to be outstanding for our patients, our communities and our staff and are committed to being a great place to receive healthcare, work and learn.

Straddling the neighbouring boroughs of Warrington and Halton we are part of the Cheshire and Merseyside Integrated Care system. Our hospitals are ideally situated to meet the growing healthcare needs of the 330,000 population of these boroughs.

Warrington Hospital is home to our emergency, critical care and maternity services, Halton Hospital is focused on elective procedures and the Runcorn Urgent Treatment Centre, although many services are offered at both sites and in community hubs.

A CQC-rated ‘good’ organisation with ‘outstanding’ features, we are working towards university hospital status, having achieved teaching hospital status in 2019.

Our workforce of nearly 5,000 across both sites comprises more than 50 nationalities. We strive to be an equal, diverse and inclusive employer, which is recognised as a pioneer in its equality, diversity and inclusion work. The Trust is proud to have achieved numerous external accreditations and is working towards achieving the Anti-Racist Organisation Framework, recognising the importance of anti-racism in all that we do.
- To take action as necessary in respect of all patients who have failed to attend in accordance with Trust Policy and the Consultant’s special instructions. Return case notes to the appointments office for action in respect of the Outpatient Department attendees.
- To communicate with GPs, patients, relatives, other hospitals etc and deal with them as necessary.
- To deal efficiently with correspondence including that relating to medical reports, category II work and Committees.
- To liaise with appropriate Consultants and Rota Manager in respect of Medical Staff leave and inform appropriate staff and other relevant departments where necessary.
- Take notes/minutes as requested by Line Manager at relevant departmental meetings.
- To provide support in dealing promptly with replies to official complaints.
- To provide flexible cover/support for secretarial colleagues during periods of sickness, annual leave etc.
- To participate in training activities of an on-going nature and in respect of new initiatives.
- Undertake self-supervision and effective self-organisation in terms of managing own work load on a day to day basis.
- To exercise independent judgement and initiative when problems arise by taking appropriate action to resolve the problem, or by referring the problem to the appropriate person.
- To provide training/induction of new starters and junior members of the team, and to act as mentor in helping them to understand office and Trust procedures.
- Ensure stocks of stationery are maintained to facilitate the best economical use of supplies.

This job description outlines the current main responsibilities of the post. However, the duties of the post may change and develop over time and this job description may, therefore, be amended in consultation with the post holder.

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