Medical Secretaries

3 days ago


East Grinstead, United Kingdom Queen Victoria Hospital NHS Foundation Trust Full time

We are seeking keen and enthusiastic people to provide strong secretarial, organisational and administrative support within our Plastic Surgery Department.

Knowledge of the Patient Centre system is desirable but not essential as training will be given. Knowledge of waiting list scheduling would be an advantage.

To provide full secretarial and administrative support to the Plastics Department.

To work flexibly and sensitively with other disciplines both on and off the QVH site.

To provide and receive confidential and sensitive information written, aural or verbal, to be exchanged with patients/clients, relatives, staff or external parties.

To review and manage the patient pathway to ensure all RTT targets are met, escalating concerns when they arise.

To communicate sensitively and appropriately with patients suffering from serious illness.

Rated GOOD overall with outstanding care by the CQC. A specialist NHS hospital providing life-changing reconstructive surgery, burns care and rehabilitation services across the South of England and beyond.

A centre of excellence, with an international reputation for pioneering advanced techniques and treatments. Everything we do is informed by our passion for providing the highest quality care and the best clinical outcomes.

At QVH we are proud of our achievements and our specialist services continue to record excellent clinical outcomes for patients. We regularly receive excellent results from patient satisfaction surveys and on average 98% of inpatients say they would recommend the hospital to their family or friends.

Our success is underpinned by the skills and enthusiasm of our staff and a strong culture of partnership. We are fully committed to training and development of the workforce with support for continuing education and learning.

**Job Summary**:

- To provide full secretarial and administrative support to the Plastics Department.
- To work flexibly and sensitively with other disciplines both on and off the QVH site.
- To provide and receive confidential and sensitive information written, aural or verbal, to be exchanged with patients/clients, relatives, staff or external parties.
- To review and manage the patient pathway to ensure all RTT targets are met, escalating concerns when they arise.
- To Manage and validate Consultant(s) waiting list.
- To communicate sensitively and appropriately with patients suffering from serious illness.

**Budget Responsibilities**:
Assistance in maintaining stationary stock only, by notifying Service Co-ordinators when stocks are low.

Key result areas
- Liaison with Nursing and Diagnostic Imaging support services to MMH and QVH.
- Maintain close and collaborative working relationships with the Service Co-ordinator.
- Work independently and manage own workload.
- Maintain effective manual and computerised systems to ensure accurate and timely delivery of information to clients and professionals.
- Deal with correspondence making use of IT, i.e. e mail, internet and intranet, using initiative and discretion to prioritise.
- Deal with all telephone calls promptly and courteously with an empathetic approach.
- Respond sympathetically to individual needs within resources available.
- To ensure appropriate risk ratification/priority coding for patients and manage the administration of adding to the wait list and upload to Patient Centre accurately.
- To identify patients who have breached on their pathways and require consultant clinical harm review.
- Type clinic letters from digital dictation to meet clearly defined occupational policies in line with Trust guidelines on response timeframes.
- Work independently to defined policies and procedures.
- Ensure clinic letters are sent out to GP within 7 days of the clinic date.
- Prioritise results needing urgent attention and chase for results where needed.
- Co-ordinate and monitor patients that require follow up tests to ensure the tests and results are obtained wherever possible.
- Manage accurate audit trail in the patients’ notes for patients who do not want to follow up with results liaising with the clinician if needed.
- Co-ordinate matters arising from clinical appointments and arrange further referrals/ investigations as directed. This includes liaison with external trusts conducting interventional/diagnostic procedures and the tracking of these patients through their pathway ensuring that interventional/ diagnostic reports are available for Clinicians’ review prior to or for patient follow-up appointments.
- Responding to the requests of the Service Co-ordinator and RTT Tracker regarding RTT18 queries and/ or input clinical outcomes for clinics.
- Advise all relevant persons, in writing, of cancellations and alterations to clinics as necessary.
- Schedule Plastic surgery patients to meet the needs of the service as and when required.
- Book appointments for patients for the services as required onto Patient Care.
- Manage patient’s expectations when booking


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