Medical Secretary

7 months ago

Lincoln, United Kingdom Lincolnshire Partnership NHS Foundation Trust Full time

We have an exciting opportunity to join our Lincoln Locality Team as Medical Secretary.

You would be responsible for undertaking a wide range of secretarial and administration duties to provide support to the locality medical team.

The post holder will be expected to act on their own initiative and provide cross cover/support for other secretaries as necessary to facilitate effective service function.

To provide efficient and effective medical secretarial support to Consultants and Junior Medical Staff and assist in the organisation of the Consultant’s workload.

The post holder plays a central role within the provision of services and is required to exercise initiative, independent judgement and decision making within situations arising from the duties described in the job description to ensure an effective high-quality service.

Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,900 staff, and serving a population of over 768,400, our people lie at the heart of everything we do.

You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of ‘outstanding’ for well-led and ‘good’ overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We’re really proud of this

We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.

To produce accurate, high quality medical correspondence, often of a distressing and emotional nature, including letters, Mental Health Act reports, memoranda and other documents, many of which are non-routine, as required using audio/copying typing and word processing systems.

To develop and create reports using computer software.

Use own initiative to organise, prioritise and co-ordinator workload ensuring that deadlines are met.

There is often a need for prolonged concentration when producing reports etc, to meet deadlines. Work is often interrupted and can be unpredictable due to the nature of the client group.

Handle incoming and outgoing telephone calls to the consultant in a polite and efficient manner. Receive and deal with telephone enquiries, responding appropriately to callers including high risk, abusive, threatening, depressed, suicidal and vulnerable clients and carers. Maintain strict confidentiality at all times.

Record accurate messages and follow them up appropriately.

To deal face to face with clients seeking further help/information and to be aware of the needs of service users and deal in an appropriate manner with the users who are occasionally hostile, abusive and aggressive.

Deal with queries raised by patients, relatives, GP’s or other healthcare professionals internally and externally to the hospital. These are often of a non-routine nature and involving complex issues such as medication and other clinical treatments, where there are barriers to understanding due to the nature of the client group.

To maintain diaries, electronic and paper, to both maximise and ensure most effective user of consultants and junior team member’s times. Arrange appointments and meetings. Ability to deal with short notice planning and last minute changes.

Maintain all case notes to provide a full and accurate record of the patient’s clinical progress. Have in place an efficient case note tracking system.

To be a point of contact for referral into the service, registering onto Trust Clinical Systems and organising appointments for initial assessments within NHS timescales. Actively implementing the partial booking system on the Access, Booking and Choice database for new referrals from GP’s where appropriate.

Filing reports, clinic/discharge letters, patients’ correspondence ensuring correct action undertaken where appropriate.

To arrange outpatient appointments where required ensuring all referrals are appropriately actioned within the Trusts Outpatient and Waiting List Policies.

Record discharge data in accordance with Trust’s Policy. Provide clinical coders with diagnostic information from the discharge summary. To ensure that outpatient appointment is arranged when a patient is discharged from the wards.

Supervise Clerical Assistant’s work when pertinent to the post-holders’ Consultant (if applicable to the Team Structure).

Use of Clinical Systems as regards functions that have been assigned to the post.

Photocopying, fax and shred as required.

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