Medical Secretary

6 months ago

Grimsby, United Kingdom Northern Lincolnshire & Goole NHS Foundation Trust Full time

A temporary vacancy has arisen as a Medical secretary to support our outsourcing team.

Duties will include populating clinics, confirming appointments with patients to ensure they are mutually agreed. Liaising with the doctors and HCA to ensure they have everything they require for the clinic to run. Timely collecting any investigation requests once the clinic is finished and ensuring that these are sent out promptly. Admin review of letters in the Dictate system, updating the PTL with the outcome and chasing for prompt approval of the letters. To maintain a spreadsheet with any actions outstanding from the outsource company, and update as and when tasks are completed.

This is a newly created role within the department.

The post holder will be the point of contact for all administrative issues relating to patients’ pathway of care. The post holder will work as part of a team and will provide expertise in the proactive management of the patient pathway from referral to treatment, ensuring the entire pathway is managed smoothly.

The post holder will ensure high levels of patient and clinician satisfaction by being an accessible, customer focused and knowledgeable point of contact. They will provide a consistent approach across the Trust, using Standard Operating Procedures (SOPs) to ensure that functions of the role are carried out correctly within given timescales.

Outpatient Pathway
1. Process and log all referrals, including paper and Choose and Book, in line with Trust Access Policy and specialty SOP.
2. Schedule new and follow up appointments with patients with the most appropriate clinician, ensuring that capacity is proactively and efficiently used, and supervising other staff to ensure this is done. Offering choice wherever is possible.
3. Ensure any diagnostic and investigations that are required as part of the patient pathway have been requested, including those carried out at other Trusts and are available before clinic day.
4. Co-ordinate appointments and procedures at other hospitals and organisations, where required.
5. Ensure clinic outcomes are recorded accurately on PAS, including those for offsite clinics.
6. Lead on the completion of clinic cancellation forms and process according to SOP.
7. Reschedule outpatient clinics as requested, in line with waiting time targets
8. Use the Trust’s medical transcription system and ensure that urgent letters are processed in accordance with SOP.
9. Liaise with patient records staff, ward clerks and other organisations to ensure all medical notes, referral letters, results and discharge summaries are available for outpatient appointments and consultations, delegating work to other members of the team if/where necessary.
10. Recognise when patients are on cancer pathways and, liaise with Cancer Trackers to ensure patients are handed over appropriately.

We’re a large organisation with three hospitals located in Scunthorpe, Grimsby and Goole. We also provide community services in North Lincolnshire. Our 6,500 members of staff care for and support a population of more than 400,000 people.

We encourage all our staff to innovate and adopt ‘best practice’ so we can deliver excellent care to our patients. We ask staff to live our values; kindness, courage and respect.

We are committed to recruiting the best people to work with us. You could be one of them.

In line with the General Data Protection Regulation (GDPR), the Recruitment & Workforce team will use and hold your personal data for the intended purpose and in line with the Recruitment & Workforce Privacy Statement.

“We are committed to safeguarding the welfare of children/vulnerable adults and expect the same commitment from all staff and volunteers”.

We are committed to creating and maintaining a fair and supportive working environment and culture, where contributions are fully recognised and valued by all and staff feel empowered to carry out their duties to the best of their abilities. As employers we are committed to promoting and protecting the physical and mental health and well-being of all our staff. This underpins our values as set out in the NHS Constitution, supports us to be an Employer of Choice and ultimately enables our employees to support the effective care of our patients.

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