Medical Secretary

5 days ago

Boston, United Kingdom United Lincolnshire NHS Health Trust Full time

**1. Job Details**

**Job title**:Medical Secretary

**Band**:Band 3

**Reports to (Title)**:Support Manager

**Directorate**:Clinical Support Services
**Site**:
Boston

**2. Job Purpose**

Patient administration underpins the patient journey and supports clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources. The Medical Secretary is the hub of effective patient administration in the Business Unit.

The Medical Secretary:

- Ensures a comprehensive secretarial and administrative service is provided to the medical staff and their supporting team
- Provides cover for colleagues in their absence to maintain service levels
- Notifies the Specialty Co-ordinator of any booking rule changes so that clinics and theatres are updated
- Co-ordinates the elective access process with the Elective Access Clerk and ensures that all available capacity is used
- Highlights current & future capacity problems (e.g. when referrals rise or case mix changes) to managers & clinicians
- Works with the Specialty Co-ordinators regularly to ensure the whole of the patient pathway runs smoothly with mínimal delays ensuring the Trust achieves locally and nationally agreed standards
- Actively manages patient waiting lists and ensures patient pathways are updated to minimise validation backlogs and data quality issues
- Regularly validates to ensure data quality

1

**3. Organisation Chart**

**Clinical Services Manager**

**Service Manager**

**Support Manager**

*
- **Medical Secretary Medical Secretarial**_
- **Assistant**_

**4. DUTIES**
**1. **Deal with urgent and routine correspondence and tasks in accordance with agreed practice and CQUIN standards including typing of clinic audio tapes, letters, medical reports, references, rotas and general correspondence including administration when necessary, minutes of committees/meetings attended by their Consultant.

**2. **Prospectively ‘pulls’ patients through their pathways to minimise delays, escalating
potential capacity issues and solutions to Specialty Co-ordinator the for discussion /
approval with the Consultant team

**3. **Works with Choice & Access to arrange clinics cancellations, ensuring clear instructions are given to re-appointing patients, escalating capacity issues to the Specialty Co-ordinator for discussion with the Consultant to avoid delays in patient pathways.

**5. **Take responsibility to record ‘admin contacts’ on patient pathway on PAS system

**6. **Ensures patient pathways are updated to minimise validation and data quality issues. When required will assist in the validation of patient pathways working with the Specialty Co-ordinator.

**7. **In conjunction with the Consultant, Elective Access Clerk and Choice & Access teams organise theatre lists and clinic sessions to maximise efficiency and assist in achieving national and locally agreed access standards.

**8. **Ensure all referrals are graded and actioned in a timely manner, as appropriate.

**9. **Draw to the attention of the medical staff all results and take further action in
accordance with the consultants or medical staff teams instructions, including (in
agreement with the consultant) informing patients of negative results and future plans for their treatment.

**10. **By maintaining a close liaison with GP’s and other medical staff, initiate action based on acquired experience, independent judgement and initiative to resolve queries raised by patients, relatives or general practitioner, often of a non-routine and sensitive nature, concerning patients treatment. Escalating complex issues to the Specialty Co-ordinator for resolution.

**11. **Maintain accurate electronic and paper patient information and records, inclusive of filing all patient results in a timely manner and where appropriate, validate patient pathways where errors have occurred.

**12. **Assist the Specialty Co-ordinator in the provision of data for medical audit and any other statutory requirements for data collection.

**13. **Timely ad-hoc retrieval, tracking and delivery of medical notes and x-rays, investigations and results in transport boxes/trolleys, to and from specified points in the hospital in accordance with agreed schedules and timeframes.

**14. **Liaise with all staff concerned with patient services, e.g. Medical, Nursing, Medical Records, X-ray, Solicitors and Management, etc.

**15. **If required will assist in the production of research articles, lecture and teaching
materials as necessary in order to support Consultant’s responsibilities and any non
- clinical activities.

**16. **Support the day to day organisation of the Consultant by upholding a diary, arranging meetings, appointments, annual leave, study leave, etc.

**17. **Co-operate with the introduction of new technol

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