Medical Secretary

5 months ago


Haywards Heath, United Kingdom University Hospitals Sussex NHS Foundation Trust (279) Full time

An autonomous responsibility to manage a full clerical administrative and secretarial service to the Consultants and members of the clinic teams. Time management and prioritising workloads are essential requirements. To be responsible for dealing with telephone calls from parents/carers/guardians, medical staff, allied healthcare professionals and departments within the UH Sussex NHS Trust and other third party healthcare providers. Using tact, diplomacy, reassurance and discretion exchange verbal and written information with parents/carers/guardians, medical staff, allied healthcare professionals and departments regarding future management.

To assess the nature and urgency of all telephone calls, taking detailed messages and ensuring that the information is passed to the relevant personnel and dealt with at the earliest opportunity. To maintain office filing systems and storage of information to meet the needs of the service including uploading documents to Panda. To use UH Sussex Trust Patient Administration System (Careflow) for the retrieval/tracking of patient information/medical records. Provide a complete secretarial service transcribing author dictation utilising a digital dictation voice recognition system.

To liaise with relevant departments/clinicians regarding the booking of clinical investigations/test appointments for patients. To access and advise clinicians of clinical test results where appropriate and to ensure where necessary that all results are signed by the appropriate member of the clinical staff. To assist with locating medical records as required working in collaboration with the Patient Access Clerks, Ward Clerks, allied healthcare professionals and medical records central library for diabetes/endocrinology services. Assist in organising on-call rotas and co-ordinating rota changes with clinical staff.

To attend conferences to provide administrative support as and when required to do so. To undertake surveys and audits as requested. To provide cover during periods of leave with colleagues including sending referrals off, arranging appointments, chasing blood test results. Sending all relevant notes to coding, appointment/referrals.

To undertake secretarial duties as requested by the Secretarial Services Manager covering the needs of the service. Comply explicitly with the Trust policies and procedures. Assist other team members in times of absence.


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