Medical Secretary

7 months ago

Leeds, United Kingdom Leeds Teaching Hospitals Full time

Principal duties and areas of responsibility The post-holder will: a. Provide a wide-ranging PA service to a group of clinicians (the number of which will be determined by Departmental requirements and the job plan commitments of the clinical team concerned). b. For the group of consultants responsible for, manage the flow of patients ensuring tests and/or appointments are booked within the necessary timescales escalating potential for delays to the PSC/Business Manager to ensure that prompt action is taken at all times in order to support strategic capacity/demand planning for the Organisation.

c. At the request of the PSC and where relevant, undertake investigation for informal PALS complaints. d. Co-ordinate and transcribe/process responses to formal patient complaints together with the clinician ensuring that investigation outcomes are generated within the timeframe agreed with the patient.

e. Coordinate and supervise the day-to-day activities and workload of a small team of medical secretaries (and work closely with relevant PSC/Assistant PSCs as appropriate) and any supporting clerical staff. f. Support the Team Medical Secretaries to ensure that service provision meets relevant quality standards.

g. Be the departmental super-user/system administrator for speech recognition and digital dictation h. Take a lead in developing new systems and processes to support on-going service delivery and the maintenance of a high quality service for the patients of Leeds and beyond. Senior Medical Secretary role In managing diaries for the clinical team the post holder will be expected to co-ordinate the cancellation or alternative provision of outpatient activity ensuring the communication meets Trust targets where appropriate and escalating to the PSC/Business Manager in cases where the cancellation of clinical activity may prevent national targets from being met.

Supervise a small team of medical secretaries, and related clerical support staff, including the allocation of work and the organisation of daily departmental cover. Managing and prioritising departmental workload on a day-to-day basis. On a regular basis to review relevant waiting time reports (e.g.18-week reports) for the Consultants responsible for ensuring in all cases that the next steps for the patient are identified and booked. Where this is not possible to liaise with the Business Manager/PSC for appropriate action to be undertaken.

To support the clinical teams in the delivery of excellent patient care by actively working with colleagues and other Departments to ensure that all patients registered within the service are proactively supported through their patient journey (This would include but is not limited to: liaising with the relevant MDT teams about fast track patients and escalating clinically urgent patients to the relevant staff groups for action where required). Ensuring all phone calls are answered within the department during core office hours Opening and dealing with departmental post and allocating resulting work to appropriate staff. Monitoring turnaround times for clinical correspondence and taking corrective action as required, in conjunction with the assistant PSC/PSC, in order to meet 5-day turnaround standard. Participate in yearly appraisals for the team medical secretaries together with the PSC/Business Manager to support on-going staff development Providing PSC/Business Manager and Consultant staff with relevant information relating to administrative service.

Take minutes at secretarial staff meetings and attending other administrative meetings as required. Undertake duties required as the administrator and super user for the digital dictation/speech recognition system including identifying new workflows, updating workflows as required, and providing general advice on the system to team secretaries. Responsible for ensuring office equipment is in working order and office supplies are maintained and replenished. PA/Administrative Support (non clinical) to Consultant/Clinical Team Provide a comprehensive PA service to the Clinical Director/Lead Clinician and other medical colleagues.

Provide administrative support to Clinical Nurse Specialists where appropriate. Support clinicians with their teaching and research portfolios by organising regular meetings with trainees, supporting in the writing of research materials and organising meetings and conferences as and when required. This includes but isnt limited to providing support to academic, educational, research and supervisory roles. Taking phone calls and covering departmental phones when required.

Deal directly with patient enquiries on behalf of consultant/clinical team. Co-ordination of annual leave for consultants, liaising with the Business Manager for approval and then completing the necessary documentation to organise the cancellation of outpatient activity as required. Administration duties to support departmental clinical audit and clinical governance wher

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